Time Entry (Employee)

Introduction

The following document has been provided as a step-by-step guide for employee's 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

View and Enter Time Entry Reported Absences

View Reported Absences

Reporting "No Leave Taken"

Report Absences

Delete Reported Absences

Correct Reported Absences

Appendix A- Absence Take

Appendix B- Absence Status

Process Summary

• 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."

View and Enter Time Entry Reported Absences

An employee must report absences or "No Leave Taken" entries every month. This can be done throughout the month, or at the end of the month. It is important to recognize that the approvals must be done prior to the Payroll Office running their processing for the month.

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

View Reported Absences

Step	Action	Screenshot
1	Employee will login to CSULB Single Sign-On (SSO) and select "Time Entry for ITS" chiclets
2	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) and tab out to refresh the data.

Reporting "No Leave Taken"

Employees enter absences by login to CSULB Single Sign-On (SSO) and select "Time Entry for ITS" chiclets. This entry is then verified by the timekeeper and/or appropriate administrator and approved or marked for needs correction. 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	Employee will login to CSULB Single Sign-On (SSO) and select "Time Entry for ITS" chiclets.	This icon will be replaced later with "Time Entry for ITS" chiclets.
2	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) and tab out to refresh the data.
3	The Absence Name defaults to "No Leave Taken" and the Begin and End Dates default to the current absence period.
4	Verify the accuracy of the Absence Name, Begin Date and End Date. If accurate, click on the "Submit" button to submit the "No Leave Taken‟ absence for approval.
5	Click "OK" on the confirmation page.
6	The "No Leave Taken" submission shows as an existing absence event with an absence status of "Submitted‟.

Report Absences

Step	Action	Screenshot
1	Employee will login to CSULB Single Sign-On (SSO) and select "Time Entry for ITS" chiclets.	This icon will be replaced later with "Time Entry for ITS" chiclets.
2	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) and tab out to refresh the data.
3	Select the appropriate Absence Name from the pull down menu. Click on the icon under Absence Name to see the list of absences valid for the employee. 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.
4	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 if a standard shift is applicabe (M-F 8 hours)
5	If only part of a workday was taken off, select Partial hours from the Partial Days drop down menu for other than an 8 hour day. Enter the number of hours in the "Hours Per Day" field if less than the employee's schedule workday.
6	Click on the "Calculate Duration" button and validate that the correct number of taken hours are displayed in the "Absence Duration" field.
7	When an absence requiring a comment is selected, 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".
8	To enter another absence, click on the plus button to add a row and continue as instructed above until al absences have been entered.
9	If you enter a plus row in error, click on the minus button on the row you want deleted (prior to submitting).
10	Review the information carefully and click on the "Submit" button to submit an absence for approval.
11	Click "OK" on the confirmation page.
12	The submissions show an existing absence event with an absence status of "Submitted". A "Submitted" status indicates your entry was successful.

Delete Reported Absences

There are two situations where an entry would need to be deleted and re-entered:

• When the manager or timekeeper marks an entry as needs correction.
• When the employee submits an absence report that is in error and must delete the entry. This is only availabe if the entry has not been approved by a manager or reviewed by a timekeeper.

Reported absences may only be deleted under certain statuses. "Finalized" absence entries may not be deleted as they have aready been processed by payroll. See Appendix B for additional Status and Deletion information.

Step	Action	Screenshot
1	Employee will login to CSULB Single Sign-On (SSO) and select "Time Entry for ITS" chiclets.	This icon will be replaced later with "Time Entry for ITS" chiclets.
2	Select/enter the From and Through dates. Tabbing out of the date field will cause the page to refresh.
3	Absences that have not been reviewed, approved, or finalized can be deleted by clicking on the icon.
4	Click "Yes" to confirm deletion or "No" to cancel deletion.
5	If you do not see the icon next to the entry you would like to delete, contact your timekeeper or manager.

Correct Reported Absences

There are two situations where an entry would need to be corrected and re-entered:

• When the manager or timekeeper marks an entry as needs correction. This is only available if the entry has been reviewed by a manager/timekeeper and marked "needs correction"
• When the manager or timekeeper marks an entry as needs correction, an email is automatically sent to the employee letting the know.

Example

Subject: Your Absence Entry Needs Correction
The following Absence Request has been marked "Needs Correction" by Joe Smith:
Employee..: Angelica Nguyen
Absence ..: Sick - Self
Start Date: 2017-05-08
End Date..: 2017-05-10
Duration..: 24 Hours
Comments associated with the review: This is incorrect.

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.