Introduction
The following document has been provided as a step-by-step guide for timekeeper to report absences. This guide takes an employee through the process of reporting and viewing of historical and current reported absences along with the status.
Contents:
Process Summary
Review Employees' Reported Absences
View and Enter Reported Absences for an Employee
Report Absences
Reporting "No Leave Taken"
Delete Reported Absences for an Employee
Appendix A- Absence Take
Appendix B- Absence Status
Process Summary
Timekeeper:
- Timekeeper may enter* time on behalf of the employee.
- Timekeeper can review employee absence entries.
- Timekeeper can change the review status to "Needs Correction" so the employee can delete and re-enter the absence as needed.
- Timekeeper can change the review status to "REVIEWED" to keep the entries on the screen for the month in preparation for approving as a group.
- Time entered by timekeeper are automatically updated to an Absence Status of "REVIEWED" upon submission.
- Timekeepers may delete Absence entries which are in a status of "Reviewed".
- Timekeeper may enter absence at any time during the open period up to two (2) months.
- If employee submits DOCK via time entry absence self service, then DOCK FORM need to submit to Payroll Department.
Dates and Deadlines:
Timekeeper must approve time by the 5th of each month prior to the Payroll Office running their processing for the month.
Exceptions to use of Time Entry Absence Self Service:
- For NON EXEMPT Salaried employee, timekeeper will continue using LB Custom Bolton "Report Salaried Employee Time" to enter non absences (required to be paid) and need to approve before the cutoff deadline.
- Non absences are REG/OTPR/OTST/SHIFT…
- For Student employee, timekeeper will continue using LB Custom Bolton "Report Student Employee Time" to enter REG time and need to approve before the cutoff deadline
Employee:
- Employee must certify absences/time entered (NO LEAVE TAKEN)
- Employee cannot enter absences/time which his/her has not yet earned – NO NEGATIVE BALANCES ALLOWED
- Employee cannot approve his/her absences/time.
- Employee may modify/delete absences/time submitted PRIOR to it being reviewed and/or approved by his/her manager.
- Employee entry has a status of SUBMITTED.
- Employee can only report absences/time for which they are eligible in the dropdown
* Employees must enter their own time into the Absence Management system. The only exception is when the employee is unable to access the web for an extended period of time in which case the manager (only) may enter the time for him/her.
Notifications automatically sent to the employee via e-mail:
- When absences/time is submitted on his/her behalf.
- When absences/time is deleted.
- When absences/time is marked as "Needs Correction."
Review Employees' Reported Absences
Timekeeper may review absences entries and "No Leave Taken" entries for the department employees. This can be done throughout the month, or at the end of the month. It is important to recognize that the review and approval process must be done prior to the Payroll Office running their processing for the month. Please adhere to any deadlines to ensure timely processing for all employees.
Step |
Action |
Screenshot |
1 |
Navigate to: Manager Self Service> Time Management> Approve Time and Exceptions> Timekeeper Absence Review |
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2a |
At the employee selection page: Check individual boxes in the "Select" column for the employee(s) to review and approve
OR |
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2b |
Click on the "Select All" button to check all employees listed. |
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3 |
Select "Continue" |
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4a |
Review each absence reported and verify its accuracy.
If accurate, select "Reviewed" from the Review Status drop-down list. This wil flag the absence request as accurate for approval.
If the absence request is inaccurate, select "Needs Corr" from the Review Status drop-down list. Be sure to enter a comment by clicking the link and entering the reason for the correction. Click the button to save the Review Status updates. |
(Note: For any rows with a Review Status of "Needs Corr" an email will be sent to the employee including any comments made. Be sure to clearly comment the problem with the time.) |
4b |
Click the button to accept the confirmation. |
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5 |
Click the link at the bottom of the page to return to the list of employees. |
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View and Enter Reported Absences for an Employee
Timekeeper can enter and view reported absences for an employee. Absences submitted on behalf of an employee by a Timekeeper are entered with an absence status of "Reviewed" awaiting a manager's approval.
On the Absence Entry page, a timekeeper can:
- Add new absence transaction.
- Delete existing absence transaction.
Report Absences
Step |
Action |
Screenshot |
1 |
Navigate to: Manager Self Service> Time Management Report Time> Timekeeper Absence Entry |
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2 |
At the employee selection page, select an employee by clicking on the Employee ID. |
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3 |
The "Report and View Absences" page is displayed.
"From" and "Through" dates are defaulted to the current month.
To view historical or future data, change the From and/or Through date(s). |
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4 |
Select the appropriate Absence Name from the pull-down menu.
The Begin and End Dates are both set to the first day of the current period.
If applicable (i.e. vacation, sick), the available hours balance is displayed in the Balance column.
Confirm the Balance covers the absence you are recording. |
Only the "Absence Name" that the employee is eligibe for will appear for selection. Check with your collective bargaining agreement or the CSU policy provisions. |
5 |
After selecting the absence, then enter the Begin and End dates for the absence event and Tab out of the field.
System updates end date for one day only. If more than one day reported enter the correct end date.
Use the default Partial Days "NONE" only is a standard shift is appicable (M-F 8 hours) |
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6 |
If only part of a workday was taken off, select Partial Hours from the Partial Days pull down and enter the number of hours in the "Hours Per Day" field. |
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7 |
Click on the "Calculate Duration" button and validate that the correct number of taken hours are displayed in the "Absence Duration" field. |
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8 |
When an absence requiring a comment is select, the "Add Comments" link will turn red.
Click the "Add Comments" link to open the comments page. Enter the appropriate comments.
Click "Save Comments" when all information is entered and cick on "Return to Entry Page". |
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9 |
To enter another absence, click on the plus button to add a row and continue as instructed above until al absences have been entered. |
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10 |
If you enter a plus row in error, click on the minus button on the row you want deleted (prior to submitting). |
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11 |
Review the information carefully and click on the "Submit" button to submit an absence for approval. |
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12 |
Click "OK" on the confirmation page. |
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13 |
The submissions show as an existing absence event. Since the absence was reported by a Timekeeper, the absence is reported as "Reviewed" and no further approval is necessary. |
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14 |
An email is automatically sent to the employee to let them know if an absence has been entered on their behalf. |
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Reporting "No Leave Taken"
Timekeepers are able to enter employee absences using the Manager Self Service page. All employees are required to report "No Leave Taken" if they have no absences to report for the pay period.
Note:
- "No Leave Taken" should only be reported if there was no time taken away from work during the month.
- "No Leave Taken" cannot be reported with any other absence event in the month.
Step |
Action |
Screenshot |
1 |
Navigate to: Manager Self Service> Time Management> Report Time> Timekeeper Absence Entry |
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2 |
At the employee selection page select an employee by clicking on the Employee ID. |
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3 |
At the page entry, the Absence Name defaults to "No Leave Taken". The Begin and End Dates default to the current Absence period. |
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4 |
Review the information carefully and click on the "Submit" button to submit the absence. |
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5 |
Click "OK" on the confirmation page. |
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6 |
Since the transaction was reported by a timekeeper, the time is reported as "Reviewed". |
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7 |
An e-mail is automatically sent to the employee to let them know if an absence has been entered on their behalf. |
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Delete Reported Absences for an Employee
Absence reporting consists of entering new absence transaction or deleting existing absence transaction. Once a transaction has been accepted by the system, updates can only be performed by deleting the row and submitting a new transaction. Reported absences may only be deleted under certain statuses. See Appendix B for additional Status and Deletion information.
Step |
Action |
Screenshot |
1 |
Navigate to: Manager Self Service>Time Management >Report Time>Timekeeper Absence Entry |
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2 |
At the employee selection page select an employee by clicking on the Employee ID |
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3 |
Select\enter the From and Through dates. Tabbing out of the date field will cause the page to refresh. |
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4 |
Absences that have not been finalized can be deleted by clicking on the icon. |
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5 |
Click "Yes" to confirm deletion or "No" to cancel deletion. |
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6 |
An e-mail is automatically sent to the employee letting them know if an absence has been deleted on their behalf. |
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7 |
To select another employee, select either "Return to Employee List", "Previous Employee in List" or "Next Employee in List". |
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Appendix A- Absence Take
Absence Takes available through Self-Service. Eligibility to report time to a particular take is based upon the employee's collective bargaining unit.
Note: Not all takes in the below list will appear depending upon CBID, etc.
Absence Name |
Description |
Dock |
Time that has been taken after all accruals have been exhausted.
Report this as appropriate as a take but note that a departmental dock form signed by the supervisor still must be turned in to payroll. |
Bereavement/Funeral |
Includes eligible immediate family members. Specify the family member in the Comments. |
CTO Premium Earn |
Compensatory time banked at a premium. Since this is time banked at a premium the employee must have worked over 40 hours in the workweek to enter time for this. |
CTO Straight Earn |
Compensatory time banked at straight time. Straight Time Overtime is for employees that work less than 40 hours in a workweek. |
CTO Take |
Usage of banked compensatory time. |
Funeral |
Includes eligible immediate family members. Specify the family member in the Comments. |
Holiday ADO Expiring Take |
Alternate Day Off Taken. |
Holiday ADO Expiring Earn |
Alternate Day Off when the holiday falls on the employee's regular day off. |
Holiday CTO Take |
CTO paid/taken at the straight time hourly rate of pay. |
Holiday CTO Straight Earn |
CTO earned as a result of an employee working on the day a holiday is officially observed. |
Jury Duty |
Jury Duty when called to serve at a Superior, Municipal or District Court. Must turn into Payroll the official Jury Duty proof of service. |
Military Leave |
Paid and unpaid leave time extended to employees who are members of the Armed Forces of the United States, the National Guard or Naval Militia. CSU compensation and leave duration are contingent upon the nature of the military leave type. |
Military Spouse/ Domestic Partner |
An unpaid leave of absence up to 10 days to an employee who works at least an average of (20) hours per week and also is the spouse or domestic partner of a qualified member of the military on leave from deployment. |
Maternity/Paternity Leave |
30 day paid leave for the birth of the employee's child or the placement of a child with the employee through adoption or foster care. |
MPP Paid Admin Leave |
Paid leave for which a MPP employee is granted or placed by the President at a campus or the Chancellor at the Chancellor's office pursuant to Title 5 Section 42729. |
MPP Paid |
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No Leave Taken |
No leave taken for the pay period. If no other absence events have been reported for the month, this event must be submitted to indicate full time attendance. |
Organ Donor/Bone Marrow |
Paid leave provisions for employees who are organ or bone marrow donors. |
Personal Holiday |
One day off that is granted as of January 1st each calendar year. Usage is at the employees discretion with supervisor approval. |
Professional Development Leave |
Time off for employees to participate in programs and activities intended to better the employee's skills and abilities, pursuant to the respective collective bargaining unit or CSU policy. |
Sick- Bereavement |
Upon request, bereavement/funeral leave may be supplemented with an employee's own sick leave credits. Specify the family member in the Comments. |
Sick- Family Care |
Family care, meaning illness or injury in the immediate family up to 10 days of accrued sick leave may be used in one calendar year. Specify the family member in the Comments. |
Sick- Self |
Sick leave chargeable to employee sick leave balance, physician statement required when absent 5 or more consecutive days. |
Union non-reimbursed |
Time used not reimbursed by an employee represented under a collective bargaining agreement for union related business. |
Union Reimbursed |
Time used by an employee represented under a collective bargaining agreement for union related business. |
Vacation |
Vacation time chargeable to vacation balance when approved by the appropriate administrator. |
Appendix B- Absence Status
Absence status represents the transaction as it relates to the open absence reporting cycle. Below is a description of each status and the roles that are allowed to delete transaction with the given status. As the transaction is being moved through the approval and processing cycle, only certain roles have the ability to delete the transaction.
Absence Status |
Description |
Deletion |
Submitted |
Absence transaction has been submitted and accepted by an employee.
Employee reported successfully. |
Employee, Timekeeper, Manager |
Reviewed |
Timekeeper/Manager has reviewed the absence transaction. |
Timekeeper, Manager |
Needs Correction |
Absence transactions need to be corrected.
An e-mail notification will be sent to the individual that entered the absences/time. |
Employee, Timekeeper, Manager |
Approved |
Manager has approved the absence transaction. |
Manager |
In Process |
Approved transaction is being processed by Payroll. |
Manager |
Finalized |
Absence transactions has been recorded and processed by Payroll.
Absence calendar closed. |
N/A |