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 |
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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. |
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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. |
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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. |
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5 |
Click "OK" on the confirmation page. |
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6 |
The "No Leave Taken" submission shows as an existing absence event with an absence status of "Submitted‟. |
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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. |
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6 |
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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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". |
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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. |
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9 |
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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10 |
Review the information carefully and click on the "Submit" button to submit an absence for approval. |
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11 |
Click "OK" on the confirmation page. |
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12 |
The submissions show an existing absence event with an absence status of "Submitted".
A "Submitted" status indicates your entry was successful. |
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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. |
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4 |
Click "Yes" to confirm deletion or "No" to cancel deletion. |
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5 |
If you do not see the icon next to the entry you would like to delete, contact your timekeeper or manager. |
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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.
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 |
|
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 |