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Step-by-Step System Guide to:
Time Approval Absence Self Service
— Manager Processing —
Document update May 18, 2017
HR Technology Support Services

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
Introduction
1.0 Process Summary
2.0 Review and Approve Employees' Reported Absences
2.1 Approve Direct Reports Employee Absences
3.0 View and Enter Reported Absences for an Employee
3.1 Report Absences
3.2 Reporting " No Leave Taken"
4.0 Delete Reported Absences for an Employee
Appendix A – Absence Take
Appendix B – Absence Status

1.0Process Summary


Manager:

  • Managers must approve all absences for their direct report employees.
  • Manager may enter1 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:

  • Manager must approves time by the 5th 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."



  1. 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.h1. 2.0 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 (clickable icon)




    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.

    2.1 Approve Direct Reports Employee Absences



    In a manager's absence, entries still need to be 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 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 (clickable icon)




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.

3.0View 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.

3.1 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 eligible 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 if a standard shift is applicable (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 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".























9

To enter another
absence, click on the plus (plus) button to add a row and continue as instructed above until all absences have been entered.



10

If you enter a plus (plus) row
in error, click on the minus (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.


3.2 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.


4.0Delete 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.

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.

Beverament/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

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