Absence Management

Many departments at Humboldt are switching from paper to online submission of vacations, sick days and other absences. This will be accomplished using a module in PeopleSoft called Employee Self-Service. In general, each person’s role in the absence management process will be the same, just on the computer.

Self Service

Using PeopleSoft Self-Service, employees can view and edit emergency contacts and view compensation history. Compensation history in this case means a record of changes in pay over time.

Forms and Documents

Process Overview

Process Overview

Each month, employees will enter their absences or certify that they have not taken time using a PeopleSoft system known as Absence Management Self Service. The goal of Absence Management is to facilitate employee time entry. Absence Management is configured so that employees are able to enter all absences they are eligible to report. The system is designed to track “absences reported” or “time incurred.” It is not intended to replace the current practices for requesting absences. An e-mail notification will be sent to the employee if additional supporting documentation is required for processing. Some entries will require the use of a “Comments” feature. An exception to the use of Absence Management is Catastrophic Leave Donations which must be entered by Payroll.

Each department has a designated reviewer, known as a Timekeeper. In addition, each employee has a designated approver, generally a manager, who is responsible for certifying their absences. The Manager, Timekeeper or Payroll can enter time on behalf of an employee if necessary. The system generates an e-mail notification to the employee whenever time is entered on their behalf.

Role Responsibilities and Processes

Employee

An employee of the CSU eligible for absences.

Responsibilities

Process
  • Must certify absences entered is accurate including absences entered on his/her behalf and complies with state, and federal policy (legal and CSU) requirements.
  • Is not able to enter more absences than he/she has accrued or can report for a given month. Negative balances are not allowed.
  • Cannot approve his/her absences.
  1. Employee enters and submits his/her absences information.
  2. Employee receives an on-screen certification of status of absences entry.
  3. Employee may modify or delete absences submitted prior to it being reviewed and/or approved.

Timekeeper (Reviewer)

An employee given access and authority to review absences information for a specified group of employees.

Responsibilities Process
  • May enter absences for an employee on an exception basis.
  • Time entered by the Timekeeper must be approved by the Manager.
  1. Timekeeper reviews absences entries for employees.
  2. Timekeeper sets status to “Reviewed” and submits for approval.
  3. Timekeeper may send an absence transaction back to an employee for modification using the “Needs Correction” functionality.
  4. Timekeeper may modify/delete absences submitted by employees or absences he/she has entered on behalf of the employee.
  5. Employee receives notification of changes entered on his/her behalf.
  6. Timekeeper is able to generate reports to manage the review process.

Manager (Approver)

An employee given access and authorized to certify absences and time information for employees who report to him/her. This is typically a Management Personnel Plan (MPP) employee.

Responsibilities Process
  • May enter time on behalf of employees directly reporting to him/her when employees are not physically able to do so.
  • Responsible for ensuring that only appropriate absences is approved.
  1. Manager approves absences for employees reporting to them.
  2. Manager may send an absence transaction back to employee for modification using “Needs Correction” functionality.
  3. Manager may modify/delete absences entered by the Employee, Timekeeper or absences he/she has entered on behalf of the employee.
  4. Employee receives notification of changes entered on his/her behalf.
  5. Manager is able to generate reports to manage the approval process.

Payroll

The central office on campus that processes and audits payroll, including absences and time information.

Responsibilities Process
  • Responsible for administering the monthly Absence Management process from beginning to end, including the campus “Notification” process.
  • May enter/approve absences and time on behalf of employees with appropriate supporting documentation on an exception basis.
  • Responsible for auditing absences and “Comments.”
  • Administers access for the campus “Alternate” and “Proxy.”
  1. Payroll administers the overall Absence Management process.
  2. Notifies the campus of the Absence Management monthly processing deadlines.
  3. Administers updates for Proxy and Alternates.
  4. Runs Prior Period process, enters adjustments, Catastrophic Leave and Donations.
  5. Runs Absence Management Calculation and initial Audit reports to validate/audit time.
  6. Re-runs Absence Management Calculation and final audit reports.
  7. Finalizes absences and sends absence data to Time and Labor.

Partial Hours

Prior to the system-wide implementation of Absence Management, campus practices for tracking absences may vary. The system will allow employees classified in both non-exempt and exempt positions to report absences in less than whole hour increments up to two places before the decimal and two places after using a “Partial Hours” feature, however the CSU policy as outlined in HR 2004-26 and the associated Time and Attendance Guide must remain in effect. In general, time must be entered in full day increments for employees classified in exempt positions based upon their time base. Exceptions for time reporting apply to those on FML.

Comments

Comments are required when additional information is necessary to process certain absences submitted, e.g., Sick Leave – Family. Comments can also be used by the Employee, Timekeeper, and/or Manager to facilitate the exchange of information about the absences submitted. Comments are included in the e-mail notification that is sent when time is marked as “Needs Correction.” Comments are audited by Payroll.

The following Absences require comments regarding the relationship to the employee:

  • Bereavement/Funeral Leave
  • Sick – Bereavement
  • Sick – Family Care

Prior, Current and Future Pay Calendar Periods (retroactive entries)

Absences may be entered for the current Absence period and one Absence period in the future. Changes to time entered after the Pay Calendar period is closed must be updated by Payroll as an adjustment since that time was previously finalized.

Exceptions to the use of Absence Management

Don't use Absence Management in the following circumstances:

  • Catastrophic Leave Donations
  • CTO Overtime: If you are accruing comp time, please complete an overtime sheet. When reporting an absence using AMSS, you may indicate comp time.
  • Family Medical Leave: If you are taking unpaid leave, do not use absence management.

Processing Status Definitions

Several statuses are used to indicate the status of time in the overall Absence Management process. The following statuses are applicable: Submitted: Indicates time was entered by an employee.

Status Description
Reviewed Indicates time was entered or reviewed by a Timekeeper.
Approved Indicates time was entered or approved by a Manager. (Time entered by Payroll using Absence Event will also reflect a status of “Approved”).
In Process Indicates the initial Absence Management process was run.
Finalized Indicates the final Absence Management process was run. (Changes to time entered in this status will require an adjustment by Payroll.)
Needs Correction Indicates absences to be corrected. An e-mail notification will be sent to the individual that entered the absences.
Resolved Indicates when Payroll has processed (resolved) a prior period entry entered in Absence Management via the Manage Prior Period Entries Page.

Absence Name Definitions

Absence Name

Description

Additional Day Off (ADO)

An alternate day off is a compensated day off, taken on an employee’s regularly scheduled work day, and made available to an employee assigned to a compressed/alternate work schedule when an observed holiday falls on the employee’s non-workday, pursuant to respective MOUs and CSU policy.

Bereavement/Funeral Leave

Compensable time off due to death of an employee’s immediate family member as defined in the respective collective bargaining agreement/CSU policy provision.

Citizen’s Necessity

Two (2) hours time off without loss of pay for a non-citizen Unit 4 employee to attend oath of allegiance ceremonies and/or for a Unit 4 employee to vote at a general, direct primary, or presidential primary election.

Compensatory Time Off (CTO)

Paid time off that was earned by an employee in lieu of receiving cash payment for overtime.

CTO-Premium earn

Time earned at the overtime (one and one-half times) rate.

CTO-Straight

Time earned at the straight (one time) rate.

Holiday Credit

(Unit 8): Paid time off that was earned by an employee in lieu of receiving cash payment for time worked on a Holiday; (Unit 1): Holiday credit is the time credited to an employee when he/she works on a holiday.

Jury Duty

CSU compensation and benefits continue when an employee is summoned for juror service provided that a Proof of Service or Jury Fee remittance is provided to the CSU as applicable.

Maternity/Paternity Leave

Paid leave provided to an employee who as parent, is preparing for the arrival and/or care of a new child.

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 twenty (20) hours per week and also is the spouse or domestic partner of a qualified member of the military on leave from deployment.

MPP Paid Administrative Leave (New)

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.

Organ Donor/Bone Marrow

Paid leave provisions for employees who are organ or bone marrow donors.

Parental Leave

Paid leave provided to an employee who as parent, is preparing for the arrival and or care of a new child.

Personal Holiday

A compensated day off designated by the employee.

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 Leave

Earned time used to compensate time off due to an employee’s personal illness or the illness or bereavement of eligible family members.

Union Leave

Time used by an employee represented under a collective bargaining agreement for union- related business.

Vacation

Earned time used when an employee takes compensated time off from work for personal rest and relaxation.

No Time Taken (New)

Used in instances where the employee has not used (taken) absences/reported and/or earned time.

Holiday CTO

Compensatory Time Off (CTO) earned as a result of an employee working on the day a holiday is officially observed, as provided for in the respective Memorandum of Understanding (MOU) or policy provision.

Holiday CTO (Straight)

Compensatory Time Off (CTO) paid/taken at the straight time hourly rate of pay.

Dock

A loss of earnings due to a non-compensable period of absence.

Holiday (Hourly)

Holiday time pursuant to the number of hours of holiday pay that an employee may be entitled to, pursuant to the respective Memorandum of Understanding (MOU) or policy provision.

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