Time Entry (Manager)

Introduction

The following document has been provided as a step-by-step guide for manager's to review, approve, and report absences for an employee. Managers must approve all absence and "No Leave Taken" entries for their direct report employees. It is important to recognize that the approvals 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.

Contents

Process Summary

Review and Approve Employees' Reported Absences

Approve Direct Reports Employee 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

Manager:

• Managers must approve all absences for their direct report employees.
• Manager may enter time on behalf of the employee.
• Time entered by employee must be approved by Manager.
• Manager can change the review status to "Needs Correction" so the employee can delete and re-enter the absence as needed.
• Manager change the review status to "REVIEWED" to keep the entries on the screen for the month in preparation for approving as a group.

Dates and Deadlines:

Timekeeper must approve time by the 5^th of each month prior to the Payroll Office running their processing for the month.

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

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."

* 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.

Review and Approve Employees' Reported Absences

Managers must approve all absence and "No Leave Taken" entries for their direct report employees. It is important to recognize that the approvals 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	Manager will login to CSULB Single Sign-On (SSO) and select "Time Approval" chiclets
2a	At the employee selection page: Check individual boxes in the "Select" column for the employee(s) to review and approve OR
2b	Click on the "Select All" button to check all employees listed.
3	Select "Continue".
4a	If appropriate, select the "Reviewed" checkbox to select the row for approval OR
4b	Click on the "Select All" button to select all shown absence entries.
5	If an absence reported is in error, the "Review Status" of "Needs Corr" can be selected. Selecting "Needs Corr" will notify the employee via e-mail that the entry needs to be corrected. Use the "Add Comment" link to open a page where the problem with the time can be explained. Notes will be included in the email communication to the employee. The "Entry Comments" link will open a page showing comments entered by the employee when the absence report was entered.
6	To Submit Approvals or Status Changes, click "Submit".
7a	An approval confirmation will appear, select OK.
7b1	If all pending absences have been approved, the confirmation will look a little different with a message indicating all absence events have been approved. Click OK to proceed.
7b2	A final message is now displayed indicating, again, that there is no time to approve. Click OK to continue.

Approve Direct Reports Employee Absences

In a manager's absence, entries still need to approved and/or made for their direct reports.

• If a manager has a direct report that has employees reporting to them, the manager will be able to see the employees that report to their direct report.
• If a manager is out and cannot manage their direct reports absences, their manager can approve and enter absences on their behalf.
• In order for a manager to access one of their direct reports, at the employee list select the icon to drill down to a managers direct reports.

Step	Action	Screenshot
1	Manager will login to CSULB Single Sign-On (SSO) and select "Time Approval" chiclets.	This icon will be replaced later with the correct chiclets.
2	On the list of direct reports, all direct reports who have employees reporting to them will have a icon in the last column to the right. Select the  icon to drill down to the employee's direct reports.
3	The selected employee's direct reports list now displays. Manage approving these employees absences exactly as directed in Section 1 above.

View and Enter Reported Absences for an Employee

Managers can enter and view reported absences for their direct reports and direct reports of managers reporting to them. Absences submitted on behalf of an employee by a Manager are entered with an "Approved" absence status.

On the Absence Entry page, a manager can:

1. Add new absence transaction.
2. Delete existing absence transaction.

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.

Report Absences

Step	Action	Screenshot
1	Navigate to: Manager Self Service> Time Management> Report Time> Manager Absence Entry
2	At the employee selection page, select an employee by clicking on the Employee ID. Note: Employees that report to a managers direct reports can be accessed via the icon.
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).
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)
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.
7	Click on the "Calculate Duration" button and validate that the correct number of taken hours are displayed in the "Absence Duration" field.
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 click on "Return to Entry Page".
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.
10	If you enter a plus row in error, click on the minus button on the row you want deleted (prior to submitting).
11	Review the information carefully and click on the "Submit" button to submit an absence for approval.
12	Click "OK" on the confirmation page.
13	The submissions show as an existing absence event. Since the absence was reported by a Manager, the absence is reported as "Approved" and no further approval is necessary.

Reporting "No Leave Taken"

Managers 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> Manager Absence Entry
2	At the employee selection page select an employee by clicking on the Employee ID. Note: Employees that report to a managers direct reports can be accessed via the icon.
3	At the page entry, the Absence Name defaults to "No Leave Taken". The Begin and End Dates default to the current Absence period.
4	Review the information carefully and click on the "Submit" button to submit the absence.
5	Click "OK" on the confirmation page.
6	Since the transaction was reported by a manager, the time is reported as "Approved" and no further approval is necessary.
7	An e-mail is automatically sent to the employee letting them know if an absence has been entered on their behalf.

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>Manager Absence Entry
2	At the employee selection page select an employee by clicking on the Employee ID
3	Select\enter the From and Through dates. Tabbing out of the date field will cause the page to refresh.
4	Absences that have not been finalized can be deleted by clicking on the icon.
5	Click "Yes" to confirm deletion or "No" to cancel deletion.
6	An e-mail is automatically sent to the employee letting them know if an absence has been deleted on their behalf.
7	To select another employee, select either "Return to Employee List", "Previous Employee in List" or "Next Employee in List".

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.

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.