CHRS Knowledge Base

AM Frequently Asked Questions (FAQ)

Updated on

This document is to provide campus users with a list of frequently asked questions regarding Absence Management (AM).  

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. 

Job Aid: Adjust Absences

How does an adjustment get entered in CHRS?

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

Job Aid: Adjust Absences

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). 

What types of changes in Job Data creates Retro Triggers in absence?

When a Job Data action of HIR, REH, TER, RET, LOA, or SUS or a change to any of the job fields listed below are used, a retro AM trigger will be created.  When this occurs, the system will automatically process and/or reprocess absence results retroactive to the effective date of the change.

Job Action: HIR, REH, TER, RET, LOA, or SUS 
Job Fields:  Company, Paygroup, FLSA, Standard Hours, Eligibility Group, or Pay System Flag

How is military leave entered in absence? There does not seem to be that option when requesting an absence.

Only Administrators can enter military leave for eligible employees on the Create and Maintain Absence Request page. This is because the system does not have a framework for tracking balances (used/taken) or for processing these transactions in payable time.

Job Aid: Administrator Create or Update Absence

How is catastrophic leave entered in absence? There does not seem to be that option when requesting an absence.

Only Administrators can enter catastrophic leave for eligible employees on the Create and Maintain Absence Request page. This is because the system does not have a framework for tracking balances (used/taken) or for processing these transactions in payable time.

Job Aid: Administrator Create or Update Absence

How can an exempt employee request a partial absence for FML purposes? 

Only Administrators can enter partial absences for exempt employees due to FML on the Create and Maintain Absence Request page. This is because the system does not have a framework for tracking balances (used/taken) or for processing these transactions in payable time.

Job Aid: Administrator Create or Update Absence

Does AM state service months expire?  If a terminated employee returns to CSU employment after an extended period of time, are they entitled to retrain? 

According to SWHR and the CSU policy TL-LVS2024-06, “Vacation Accumulation Rates: CSU honors qualifying service credited under civil service rules for state agencies paid through the State Controller’s Office, as well as all qualifying service credited under University of California employment, for the purpose of establishing an employee’s vacation accumulation rate (if applicable) upon hire to the CSU.”

This means that qualifying state service does not expire and should be honored upon hire. It is the responsibility of the hiring campus to review the employee’s service history in PIMS and adjust the vacation accumulation rate accordingly.

Job Aid: Adjust Absences  

Notifications (email):

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.

Who receives an email when there is an error in NLT?

Those that have the role CHR_AM_NLT_Administrator will receive an email communication. 

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.

Reports/Queries 

Will Absence have delivered reports in CHRS?

Yes.

What are some of the delivered reports in CHRS?
Estimated Vacation Payout Report

This report estimates the vacation payout for an employee who leaves the CSU system on a given date.

Job Aid: Run the Estimated Vacation Payout Report

No Leave Taken (NLT) Report

This report shows an abbreviated view of absences and whether the NLT (no leave taken) entry was voided.

Job Aid: View No Leave Taken (NLT) Report

No Leave Taken (NLT) Activity Audit Report

This report shows NLT activity during a given pay period, such as who submitted NLT, who approved or denied NLT, and the dates.

Job Aid: View No Leave Taken (NLT) Activity Audit Report

AM Multi-Reports

This is a variety of reports regarding:

  • Absence Activity
  • Absence Adjustment
  • Excess Plus/Minus - Negative
  • Excess Plus/Minus - Positive
  • Reported Absence Not Processed
  • Reported Absences
  • Reported Absences Not Approved
  • Alternate Work Schedule
  • Audit Comments
  • Delegation
  • Expiring ADO & Holiday Credit
  • Negative Balance
  • Terminated EE With Balances

Job Aid: Run AM Multi-Reports

Will Absence have delivered queries in CHRS?

Yes.

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