absence management: end-to-end business process review april 2008

1. Absence Management:End-to-End Business Process Review

2. 2 Bullet 4: many of you know that there are Timekeeper and Approver presentations scheduled this month and next. Practice labs are in the process of being scheduled, and reference materials are being developed.Bullet 4: many of you know that there are Timekeeper and Approver presentations scheduled this month and next. Practice labs are in the process of being scheduled, and reference materials are being developed.

3. To understand the �big picture� and impact to users To review and become familiar with the entire Absence Management process To understand the various roles and functionalities within the process 3 Objectives

4. 4 Agenda Background Roles & Timelines Process Flow Pay Groups Schedules Absence Requests/Entries Portal links Self Reporting Timekeeping Partial Days [Talk through quickly in terms of building on and working through process steps][Talk through quickly in terms of building on and working through process steps]

5. Absence Management is the SOLAR HR module that tracks all absence-related activities and maintains the corresponding balances. 5 Background To begin with, what is Absence Management? SOLAR HR module that tracks all absence-related activities and maintains corresponding balances by performing the calculations that add in accruals and decrements usage.To begin with, what is Absence Management? SOLAR HR module that tracks all absence-related activities and maintains corresponding balances by performing the calculations that add in accruals and decrements usage.

6. Past All Time and Labor and Leave Accounting activities were entered in one combined module Present Oracle/PeopleSoft created Absence Management Per Chancellor�s directive, all campuses implementing Absence Management within next year Future Northridge campus focus group engaged to provide feedback and guide future improvements Within the next year there will be a new reality � Time and Labor and Absence Management will be merged to one reporting screen New training and materials are evolving with your input 6 Background PAST In the previous version of the system, all payable and absence-related time was entered through Time and Labor and a Chancellor�s Office customization called Leave Accounting. PRESENT The vendor (Oracle/PeopleSoft) divided the type of time reported so that absence and absence-related time is entered through their new module, Absence Management, adding new functionality and system capabilities. The CSU as a system has adopted the new Absence Management module, and all campuses will be implementing within the next year. FUTURE PAST In the previous version of the system, all payable and absence-related time was entered through Time and Labor and a Chancellor�s Office customization called Leave Accounting. PRESENT The vendor (Oracle/PeopleSoft) divided the type of time reported so that absence and absence-related time is entered through their new module, Absence Management, adding new functionality and system capabilities. The CSU as a system has adopted the new Absence Management module, and all campuses will be implementing within the next year. FUTURE

7. Time and Labor Regular payable time (hourly intermittent, Student employees) Overtime Shift differential 7 BackgroundAbsence Management vs. Time and Labor Let�s briefly look at the difference in the two modules:Let�s briefly look at the difference in the two modules:

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9. Self Reporter Reports time on their own behalf through Absence Management Approver Approves online requests/entries made by Self Reporters Monitors department activity through use of reports Timekeeper Reports time on behalf of authorized departments from approved Absence Request forms Uses Absence Reports on a regular basis to Ensure accuracy of reported absences Perform audits Works with Payroll to resolve absence-related issues 9 [Remember verbal breaks between roles] EVERYONE is a self-reporter � the differentiation is whether they self-report absences directly into the system, or on paper.[Remember verbal breaks between roles] EVERYONE is a self-reporter � the differentiation is whether they self-report absences directly into the system, or on paper.

10. Terminology Human Resources/Employee synonymous with Self Service Human Resources/Manager synonymous with Manager Self Service Self Service refers to the actions or views an individual employee can access on their own behalf Manager Self Service refers to the actions or views a Timekeeper/Approver can take on behalf of another employee 10

11. University Payroll Calendar found online at: http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc 11

12. The University Payroll Calendar includes Absence Management timelines with use of symbols: ? Monthly Time Entry Deadline falls on or about the 3rd of the month following the pay period. # Monthly Approval Deadline falls on or about the 5th of the month following the pay period. ? Monthly Posting of Leave Accruals falls on or about the 8th of the month following the pay period. Balances for the various categories of paid time off are updated and posted online for the PREVIOUS pay period. Balances are accessed through Absence Balance and Department Absence Balance pages. 12 Be consistent with terminology � say PREVIOUS since I have it capitalizedBe consistent with terminology � say PREVIOUS since I have it capitalized

13. Absences can be entered and/or approved for future periods Balances will not be reduced until the appropriate pay period Waiting until deadlines to enter or approve creates higher demand on system resources, which in turn sometimes slows down the application Last minute activities sometimes result in rushed entries and increased errors Hint: weekly activity minimizes system performance issues around deadlines, helps to increase accuracy & efficiency 13

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15. 15 This is isn�t easy to read embedded in the slide, but what the process flow is capturing is basically this: 1. the hire of an absence eligible employee and assignment of a Pay Group 2. absence reporting (both self-reported and Timekeeper reported) 3. the approval segment 4. final activities performed by Payroll Certain activities are contingent on the activity before it � requests can�t be entered without a pay group assigned, approval can�t happen without the request entered, etc. The Absence Management User Guide includes this overview.This is isn�t easy to read embedded in the slide, but what the process flow is capturing is basically this: 1. the hire of an absence eligible employee and assignment of a Pay Group 2. absence reporting (both self-reported and Timekeeper reported) 3. the approval segment 4. final activities performed by Payroll Certain activities are contingent on the activity before it � requests can�t be entered without a pay group assigned, approval can�t happen without the request entered, etc. The Absence Management User Guide includes this overview.

16. 16 This is a simplified version of the process and repeating segments for an employee who self-reports their own time via Absence Management. First an action hires or changes an employee to absence-eligible. Next the Pay Group is assigned. Absences or absence-related activity is reported. The Approver performs an action. Absence reports capture the activity for review. Then the final calculation updates balances. These activities on the right repeat.This is a simplified version of the process and repeating segments for an employee who self-reports their own time via Absence Management. First an action hires or changes an employee to absence-eligible. Next the Pay Group is assigned. Absences or absence-related activity is reported. The Approver performs an action. Absence reports capture the activity for review. Then the final calculation updates balances. These activities on the right repeat.

17. 17 The different between Self-reporter and Timekeeper entries is basically who enters the absence. The Timekeeper entries are automatically approved, based on the premise that the Employee has submitted an absence report signed by an authorized individual. This eliminates the need for duplicate approval.The different between Self-reporter and Timekeeper entries is basically who enters the absence. The Timekeeper entries are automatically approved, based on the premise that the Employee has submitted an absence report signed by an authorized individual. This eliminates the need for duplicate approval.

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19. 19 Eligible employees are assigned to a group during the hire process Groups reflect the variety of employment conditions Salaried, non-salaried Exempt, non-exempt Bargaining, non-bargaining Multiple jobs could mean multiple pay groups Employee accrues per job Total bucket can accrue no more than 100% A Pay Group is a group to which an absence-eligible employee belongs in the system, that drives their accruals and eligible absence-types. I�ve simplified what the groups reflect, but there are 31 different pay groups.A Pay Group is a group to which an absence-eligible employee belongs in the system, that drives their accruals and eligible absence-types. I�ve simplified what the groups reflect, but there are 31 different pay groups.

20. A Pay Group is the key that filters the appropriate absence types to be seen by individuals in the Absence Request page 20 Here we see the differences that are a result of varying pay groups. The Pay Group is the key that enables an employee to see absence types appropriate to that individual�s employment status. As you can see in the examples of eligible absence types, exempt employees will not see Compensatory Time Off or other time off that a non-exempt employee would see. Timekeepers may report absence-related activity for both exempt and non-exempt, and would see the difference.Here we see the differences that are a result of varying pay groups. The Pay Group is the key that enables an employee to see absence types appropriate to that individual�s employment status. As you can see in the examples of eligible absence types, exempt employees will not see Compensatory Time Off or other time off that a non-exempt employee would see. Timekeepers may report absence-related activity for both exempt and non-exempt, and would see the difference.

21. 1800-Casual Workers 7171-Notetakers Rehired Annuitants (all) 21 These categories reflect the nature of the employment, wherein an absence from work does results in no pay.These categories reflect the nature of the employment, wherein an absence from work does results in no pay.

22. 22 Now that we have a pay group, let�s look at what part schedules play in the process.Now that we have a pay group, let�s look at what part schedules play in the process.

23. Employees are automatically associated with the default standard schedule, Monday through Friday, 8 hours per day Schedules can be viewed by Timekeepers and Approvers through the portal link Assign Work Schedules 23 Absence Management has the capability to maintain work schedules in the system for reference, and for calculations of duration of time. The Assign Work Schedule link is available on the portal homepage. Has anyone seen or used this page? Click on the link, and a search box will display to retrieve the schedule for an individual or a whole department.Absence Management has the capability to maintain work schedules in the system for reference, and for calculations of duration of time. The Assign Work Schedule link is available on the portal homepage. Has anyone seen or used this page? Click on the link, and a search box will display to retrieve the schedule for an individual or a whole department.

24. Assign Work Schedule displays schedule information Effective date Description 24 This schedule display reflects the standard schedule. There is the �default� schedule, and there are �alternate� schedules. Alternate Schedules refer to arrangements that are different � we�ll talk more about them a little later.This schedule display reflects the standard schedule. There is the �default� schedule, and there are �alternate� schedules. Alternate Schedules refer to arrangements that are different � we�ll talk more about them a little later.

25. 25 Now that we have a role, a pay group, and a schedule, let�s talk about entering absences.Now that we have a role, a pay group, and a schedule, let�s talk about entering absences.

26. 26 In system terms, an Absence Request is: An entry for a future planned absence, OR An entry after the absence is taken within the current pay period Request Absence is the entry page used to request or report time taken by both Self Reporters or Timekeepers The Absence Request is so named because it was actually intended for requests for future dates. The Absence Request is so named because it was actually intended for requests for future dates.

27. 27 Let�s digress a moment to talk about how we get to the pages necessary to report absences.Let�s digress a moment to talk about how we get to the pages necessary to report absences.

28. Portal links are available to add to your myNorthridge homepage for direct access to a variety of �pages� in the SOLAR HR application 28 How many of you use the portal links? Portal links are intended to minimize the number of clicks it takes to get to a page in the application. The Human Resources/Manager and Human Resources/Employee pagelets are not defaulted � they must be added.How many of you use the portal links? Portal links are intended to minimize the number of clicks it takes to get to a page in the application. The Human Resources/Manager and Human Resources/Employee pagelets are not defaulted � they must be added.

29. 29 To personalize your page, on the myNorthridge homepage or Staff tab, click on Personalize

30. Click in the boxes next to Human Resources/Manager and Human Resources/Employee Remember to click �Save� 30 You can also arrange pagelets in whatever order you like by clicking on the �Personalize Layout� link in the top third of the page.You can also arrange pagelets in whatever order you like by clicking on the �Personalize Layout� link in the top third of the page.

31. 31 Pagelets will now appear on your myNorthridge homepage (default at the bottom unless you have arranged the pagelets), reflecting links appropriate to your access �View Absence Request History� is a new link that has been added as of 4/7/2008. When you click on a link, it will open the desired page within a portal wrapper.�View Absence Request History� is a new link that has been added as of 4/7/2008. When you click on a link, it will open the desired page within a portal wrapper.

32. myNorthridge Home link or Staff tab link allows a return to the portal home page without having to exit and sign back in for each change of activity 32 The red portal �wrapper� indicates you are able to return to the myNorthridge homepage without exiting and logging back in.The red portal �wrapper� indicates you are able to return to the myNorthridge homepage without exiting and logging back in.

33. 33 So now let�s get back to absence requests and entries.So now let�s get back to absence requests and entries.

34. Choose the link for desired action 34

35. 35 The Start Date has a calendar icon that opens for assistance in choosing a date The Filter by Type is optional: it lists categories that limit the Absence Names listed The Start Date has a calendar icon that opens for assistance in choosing a date The Filter by Type is optional: it lists categories that limit the Absence Names listed

36. View Monthly Schedule displays a calendar view reflecting work schedule, planned absences and holidays for a particular month (not pay period). 36 Other links to information on the Request Absence page include View Monthly Schedule. Hours per day, days per week, planned absences and holidays are indicated.Other links to information on the Request Absence page include View Monthly Schedule. Hours per day, days per week, planned absences and holidays are indicated.

37. Absence Name will open other fields and display information as appropriate Example: opening vacation or other types that have a balance, the corresponding balance will display (as of the last accrual processing) Full days of use require the Partial Days indicator be left at None (exceptions to be discussed later in presentation) 37 VERY IMPORTANT TO QUALIFY SUFFICIENT BALANCES EXIST PRIOR TO MAKING ENTRIES AS THE SYSTEM WILL PROCESS NEGATIVE BALANCES! Self Reporters and Timekeepers see this balances upon entry; Approvers will only see it if approving from the details page.VERY IMPORTANT TO QUALIFY SUFFICIENT BALANCES EXIST PRIOR TO MAKING ENTRIES AS THE SYSTEM WILL PROCESS NEGATIVE BALANCES! Self Reporters and Timekeepers see this balances upon entry; Approvers will only see it if approving from the details page.

38. 38 Continuing on through the absence request, end date OR duration can be entered. Because the system contains schedules, Absence Management can calculate the end date based on hours provided, OR duration in hours with an end date provided. The end date refers to the last day of the absence � NOT the first day returning to work. March 18th was a Tuesday � if the individual took 5 days of vacation, we can either enter the end date of March 24th and the system will calculate 40 hours OR We can enter 40 hours, and the system will calculate and populate the end date as March 24th. Continuing on through the absence request, end date OR duration can be entered. Because the system contains schedules, Absence Management can calculate the end date based on hours provided, OR duration in hours with an end date provided. The end date refers to the last day of the absence � NOT the first day returning to work. March 18th was a Tuesday � if the individual took 5 days of vacation, we can either enter the end date of March 24th and the system will calculate 40 hours OR We can enter 40 hours, and the system will calculate and populate the end date as March 24th.

39. Entering durations of hours that are not whole days based on the individual�s schedule will result in a warning message: 39 If there really was an expenditure of hours LESS than a full workday (for non-exempt employees only) then the partial day should be reported separately from the full days. Otherwise, correct the hours to reflect full days. This can be somewhat complex, but there will be an opportunity for hands-on practice in future lab training. If there really was an expenditure of hours LESS than a full workday (for non-exempt employees only) then the partial day should be reported separately from the full days. Otherwise, correct the hours to reflect full days. This can be somewhat complex, but there will be an opportunity for hands-on practice in future lab training.

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41. A Self-reporter can enter comments that the Approver will see to specify additional detail about the absence 41 Getting back to the absence request, the next step is the addition of a comment if desired.Getting back to the absence request, the next step is the addition of a comment if desired.

42. Save for Later or Submit Save for Later can not be seen by Approver in the approval page Submit puts the absence in queue to be approved; it can still be changed by visiting the Request History page and clicking on edit button 42 And finally, Save or Submit. Save for Later is sort of a holding pattern, requiring additional action to complete or cancel. And finally, Save or Submit. Save for Later is sort of a holding pattern, requiring additional action to complete or cancel.

43. New cancellation feature, available as of 4/3/2008 SUBMITTED, PUSH BACK or DENIED status Self Reporter can cancel the entry and submit a new request for the same or another date A Timekeeper cannot take action on behalf of the Self-Reporter for this entry APPROVED status An Approver can cancel the entry, and the Self Reporter OR Timekeeper can re-enter same or another date a Timekeeper CAN cancel the entry, but the date can only be re-used for a different absence type 43

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45. Differences between Timekeeping and Self-Reporting: Selection of employee from group Automatic approval Access to Absence Reports (also known as Multi-Reports) 45

46. Select Group ID Select employee 46

47. Timekeepers enter in the same Request Absence page as Self-Reporters Clicking results in approved entry 47

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49. In general The Partial Days field is used to report time that is less than an employee�s normal workday for non-exempt employees Exempt employees are not to report partial day usage There are EXCEPTIONS to this rule, with regard to special absence types 49 We briefly mentioned there would be exceptions earlier on- and here they are:We briefly mentioned there would be exceptions earlier on- and here they are:

50. 50 Special absence types requiring use of the Partial Days indicator are: Alternate Day Off Earned (ADO), expiring and non-expiring Compensatory Time Off (CTO) Earned, Premium and Straight Rate Holiday Compensatory Time Off Earned Holiday Credit Earned Dock TAKE This is all in the User Guide, but let�s talk about each category: Alternate Day Off is a day earned when an observed holiday falls on an OFF day for a non-exempt, alternate schedule employee. CSUEU has 180 days to use before expiring; R04 and R06 must use within 90 days of earn date. (Confidentials non-expiry?) Compensatory Time Off is time earned in lieu of paid overtime; it can be earned at the straight rate of pay (while an employee is less than 40 hours in a given work week) or at the premium rate of 1.5 for each hour worked in excess of 40 per week (not 8 per day). The entry is for the number of hours worked or �earned� and the system calculates the appropriate total. Example, for 2 hours of CTO earned at the premium rate, the system will calculate 3 hours to the employee�s CTO balance for use at another time. Holiday Compensatory Time Off is earned by employees who work on a holiday and are given CTO to use at another time instead of paid overtime. Holiday Credit is earned by R08 employees who are scheduled off on a day a holiday is observed. Docks are hours or days for which anemployee will not be paid due to various reasons, usually when there is insufficient leave balance to cover approved time off.This is all in the User Guide, but let�s talk about each category: Alternate Day Off is a day earned when an observed holiday falls on an OFF day for a non-exempt, alternate schedule employee. CSUEU has 180 days to use before expiring; R04 and R06 must use within 90 days of earn date. (Confidentials non-expiry?) Compensatory Time Off is time earned in lieu of paid overtime; it can be earned at the straight rate of pay (while an employee is less than 40 hours in a given work week) or at the premium rate of 1.5 for each hour worked in excess of 40 per week (not 8 per day). The entry is for the number of hours worked or �earned� and the system calculates the appropriate total. Example, for 2 hours of CTO earned at the premium rate, the system will calculate 3 hours to the employee�s CTO balance for use at another time. Holiday Compensatory Time Off is earned by employees who work on a holiday and are given CTO to use at another time instead of paid overtime. Holiday Credit is earned by R08 employees who are scheduled off on a day a holiday is observed. Docks are hours or days for which anemployee will not be paid due to various reasons, usually when there is insufficient leave balance to cover approved time off.

51. For these special absence types, use of the �Partial Days� indicator as �All Days� is required even when reporting full days: 51 To reiterate, these special absence types use Partial Days: All Days System is configured to only include these entries during the calculations process if �Partial Days� is used. [on hourly employees] This is because hourly employees do not have a schedule.To reiterate, these special absence types use Partial Days: All Days System is configured to only include these entries during the calculations process if �Partial Days� is used. [on hourly employees] This is because hourly employees do not have a schedule.

52. Options to use are None and All Days None is defaulted and left as is when time reported is for full days of regular absence type categories All Days is chosen when time reported is for partial days OR the special absence types 52 **�All Days Hours�. Always enter the number of hours for the day. The Absence process will calculate the number of hours entered for each day in the date range. Do not enter total hours for the entire date range. For example, enter 8 hours to report time for 1/7/2007-1/8/2007 for a total of 16 hours. Do not enter 16 hours in �All Days Hours�; this will result in 32 hours. NOTE regarding the �Duration� field: It should not be used when posting time against NON-WORKDAYS (a day the employee is not scheduled to work. (Example #1). It will only display reported hours associated with the employee�s WORKDAY. (Example #2 & #3). It triggers the system to recalculate the �End Date� of an absence based on the employee�s scheduled workday (Example #2 & #3).**�All Days Hours�. Always enter the number of hours for the day. The Absence process will calculate the number of hours entered for each day in the date range. Do not enter total hours for the entire date range. For example, enter 8 hours to report time for 1/7/2007-1/8/2007 for a total of 16 hours. Do not enter 16 hours in �All Days Hours�; this will result in 32 hours. NOTE regarding the �Duration� field: It should not be used when posting time against NON-WORKDAYS (a day the employee is not scheduled to work. (Example #1). It will only display reported hours associated with the employee�s WORKDAY. (Example #2 & #3). It triggers the system to recalculate the �End Date� of an absence based on the employee�s scheduled workday (Example #2 & #3).

53. All Days Hours: Example entry: sick leave being expended for a part-time employee with no schedule 53

54. Example: CTO EARN entry (earned on a non-workday) The �Duration� field should be left blank. The �Duration� field will remain blank even after clicking the �Calculate end Date or Duration� button. 54 The system will calculate at a rate of 1.5; hence the balance will increase by 12 hours. Leave Duration blank.The system will calculate at a rate of 1.5; hence the balance will increase by 12 hours. Leave Duration blank.

55. Example: CTO EARN entry (beginning and ending on non-workdays) If the �Duration� field is entered, the system will populate the �End Date� with the employee�s next scheduled workday upon clicking the �Calculate End Date or Duration� or upon submitting the absence. 55 Again the system will calculate at a rate of 1.5; hence the balance will increase by 36 hours (24hrs x 1.5). Enter DurationAgain the system will calculate at a rate of 1.5; hence the balance will increase by 36 hours (24hrs x 1.5). Enter Duration

56. Example: CTO EARN entry (on a workday) The �Duration� field automatically populates after clicking the �Calculate End Date or Duration� button. 56 The employee will earn 3 hours of CTO (2 hrs x 1.5). Duration will automatically populate.The employee will earn 3 hours of CTO (2 hrs x 1.5). Duration will automatically populate.

57. 57 Now that we�ve entered the absences, how do we know what the status is?Now that we�ve entered the absences, how do we know what the status is?

58. The status of an absence request can be reviewed on the Absence Request History page Portal pagelet link: View My Absence Request Hist 58 Note that the default time frame spans three months prior and three months into the future from today�s date. The From and Through dates can be changed with use of the Refresh button. Uses for this screen include reviewing absence activity during a selected span of time, and to review status of requests. Where wording is blue and underlined indicates a hyperlink to another page. Click on the absence name and the detail of the absence will be displayed. Click on the Request Absence link at the bottom, and the Absence Request page will open. Click on View Absence Balances and the leave inquiry page will openNote that the default time frame spans three months prior and three months into the future from today�s date. The From and Through dates can be changed with use of the Refresh button. Uses for this screen include reviewing absence activity during a selected span of time, and to review status of requests. Where wording is blue and underlined indicates a hyperlink to another page. Click on the absence name and the detail of the absence will be displayed. Click on the Request Absence link at the bottom, and the Absence Request page will open. Click on View Absence Balances and the leave inquiry page will open

59. Absence Status types include: Saved Submitted Approved Push Back Denied Cancelled 59 Absence Status Definitions Saved: The absence has been saved for later submittal Submitted: The absence has been submitted for approval. Approved: The submitted absence has been reviewed and approved. Push Back: The absence has been reviewed and returned by the Approver requesting modification. Denied: The absence request has been denied by the Approver. Cancelled: The absence request has been cancelled by the Self Reporter or Timekeeper. Absence Status Definitions Saved: The absence has been saved for later submittal Submitted: The absence has been submitted for approval. Approved: The submitted absence has been reviewed and approved. Push Back: The absence has been reviewed and returned by the Approver requesting modification. Denied: The absence request has been denied by the Approver. Cancelled: The absence request has been cancelled by the Self Reporter or Timekeeper.

60. An absence in a changeable status is indicated by a yellow Edit button 60 A gray Edit button means the absence can not be changed by that individual A gray Edit button means the absence can not be changed by that individual

61. 61 Cancellation Feature Summary Chart available in the Absence Management User Guide

62. 62 Any absence showing the Edit button in yellow is able to be changed or cancelled.Any absence showing the Edit button in yellow is able to be changed or cancelled.

63. 63 Now that we�ve entered and monitored the absence requests, we come to approvals for Self Reported absences.Now that we�ve entered and monitored the absence requests, we come to approvals for Self Reported absences.

64. Click on portal link in Human Resources/Manager pagelet 64 Filter box defaults Pending, awaiting approval. The approver may also choose to filter Those already approved or denied. NOTE: The listing will display ALL absences current and future in chosen status.Filter box defaults Pending, awaiting approval. The approver may also choose to filter Those already approved or denied. NOTE: The listing will display ALL absences current and future in chosen status.

65. Three ways to approve To approve ALL employees in list, review summary data on page and use Select All button To approve only SPECIFIC employees, click on the box to the left of the employees� names and click Approve Selected Drill down to detail display for each individual employee by clicking on employee name and choose action on the detail screen 65

66. Clicking on an employee�s name will display the Request Details page Approver action can be taken on this page 66

67. 67 Now we get into monitoring activityNow we get into monitoring activity

68. Absence types that accrue have ongoing balances These balances can be viewed from the link in the portal pagelet. View My Absence Balances reflects activity as of July 2007 View My Absence Balance Hist reflects activity PRIOR to July 2007 68

69. Balances are shown on three different tabs Absence Balances for Vacation, Sick, Personal Holiday Compensatory Time State Service 69

70. The �i� in the blue circle indicates a link to additional usage information 70 Usage information by pay period, earned and taken. Grid icons: 1. ability to download to Excel, or 2. to open all tabs simultaneously, which entails scrolling to the right.Usage information by pay period, earned and taken. Grid icons: 1. ability to download to Excel, or 2. to open all tabs simultaneously, which entails scrolling to the right.

71. On the details page, current month activities can be viewed in the section labeled �Absence Activity Since Last Processed Date� (last daily processing or payroll adjustment) 71 Earned hours are added during the accrual processing 1-2 weeks AFTER the pay period earned. With regard to posted activity, bear in mind timing � balances are dependent upon daily processing or payroll adjustments.Earned hours are added during the accrual processing 1-2 weeks AFTER the pay period earned. With regard to posted activity, bear in mind timing � balances are dependent upon daily processing or payroll adjustments.

72. Timekeepers and Approvers have access to employee leave balances within their department groups The search screen allows access to whole departments by department ID, or by individual employee by Employee ID number 72

73. 73 Beyond balances, we have reporting tools to help monitor and coordinate activity.Beyond balances, we have reporting tools to help monitor and coordinate activity.

74. Absence Reports are available to all Timekeepers and Approvers to review and audit absence data for their departments. Access is available through the Manager portal pagelet 74 This includes absences in any status as well as special reporting for employees on alternate schedules. This includes absences in any status as well as special reporting for employees on alternate schedules.

75. Reports are available by criteria selection 75 Selection includes by employee ID, by department ID, and/or by pay period. If you do not choose a specific pay period, ALL pay periods since July 2007 will display. Reported Absences will show all absence activity fitting the criteria selection chosen, including any status such as Saved. Selection includes by employee ID, by department ID, and/or by pay period. If you do not choose a specific pay period, ALL pay periods since July 2007 will display. Reported Absences will show all absence activity fitting the criteria selection chosen, including any status such as Saved.

76. Two tabs include Employee information, and Absence information. Clicking on this symbol will expand the display to show contents of both tabs. 76 Note the Absence Status will display ANY status. This report can be used to audit a variety of information including what has not been approved, what has not been submitted, and any entries made using the partial hours indicator. Note the Absence Status will display ANY status. This report can be used to audit a variety of information including what has not been approved, what has not been submitted, and any entries made using the partial hours indicator.

77. Use of the partial days indicator should be matched with partial hours 77

78. The Negative Balance report helps identify employees who may have reported against insufficient leave balances Absence Management allows negative balances, even through campus policy is not to allow borrowing against future accruals 78 Balances should be noted at the time of entry and individuals should not enter absences for which there is not enough time. If they do, it�s best if the reports are run frequently enough to capture such activity, and for the Approver to push back or deny the request. Timekeepers should validate balances upon entry and not enter an entry if there is an insufficient balance. Negative balances that travel through the process will be found upon audit by payroll; however since the activity is for the prior pay period, accounts receivables are then generated causing a collection process. Balances should be noted at the time of entry and individuals should not enter absences for which there is not enough time. If they do, it�s best if the reports are run frequently enough to capture such activity, and for the Approver to push back or deny the request. Timekeepers should validate balances upon entry and not enter an entry if there is an insufficient balance. Negative balances that travel through the process will be found upon audit by payroll; however since the activity is for the prior pay period, accounts receivables are then generated causing a collection process.

79. Other reports are available to help monitor and keep track of department activity 79

80. 80 Now we�ve come to special processing.Now we�ve come to special processing.

81. Absence Management has a schedule maintenance feature Updating capability is not yet available to the campus, but the ability to view schedules is available through the Assign Work Schedules link in the portal Alternate schedules must be reported via the Action Request form for HR update 81

82. Action Request Form (available on the web at: http://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot) In the section marked Miscellaneous, check �Change in Work Schedule� and enter the effective date Be sure to include details of the schedule, such as which days of the week and how many hours on each day to include 82

83. The schedule can be viewed through the Assign Schedules portal link 83 For this employee, the schedule has been reported to HR that they work Monday through Thursday, 10 hours per day. This will allow the Self-Reporter or Timekeeper the ability to report a 10 hour day of absence usage, and calculate durations excluding the scheduled days off.For this employee, the schedule has been reported to HR that they work Monday through Thursday, 10 hours per day. This will allow the Self-Reporter or Timekeeper the ability to report a 10 hour day of absence usage, and calculate durations excluding the scheduled days off.

84. 84 We�ve come to a final function that is a result of Alternate Schedules for non-exempt employees, and that�s Excess Plus/MinusWe�ve come to a final function that is a result of Alternate Schedules for non-exempt employees, and that�s Excess Plus/Minus

85. Alternate schedules sometimes produce a different number of working hours per month than the standard schedule (plus or minus) and must be tracked for non-exempt employees Example: February 2008 Regular schedule = 176 hrs 4/10 M-Th = 170 hrs Deficit of 6 hours for this pay period 85 Every pay period is either 21 or 22 days, 168 or 176 hours for regular scheduled employees. Salaries default every month based on the standard schedule. If an employee is working an �alternate schedule�, they may work more or less hours. Per bargaining, if they work more hours (Excess Plus), the additional hours need to be paid out on an ongoing basis. Less hours can accumulate and be brought forward until Excess Plus reduces or eliminates the deficit, or end of calendar year.Every pay period is either 21 or 22 days, 168 or 176 hours for regular scheduled employees. Salaries default every month based on the standard schedule. If an employee is working an �alternate schedule�, they may work more or less hours. Per bargaining, if they work more hours (Excess Plus), the additional hours need to be paid out on an ongoing basis. Less hours can accumulate and be brought forward until Excess Plus reduces or eliminates the deficit, or end of calendar year.

86. Absence Management calculates number of hours over and under the standard schedule and keeps track Absence Reports available to all Timekeepers and Approvers Excess Plus/Minus � Positive Hours that will need to be paid out monthly Excess Plus/Minus � Negative Hours that will carry forward until plus hours earned or calendar year-end reconciliation 86 Both reports should be reviewed monthly to know what checks will be coming during the next mid-month payroll, and/or what deficit balances exist. Reports will be reviewed in depth in the Advanced Timekeeper and Approver sessions.Both reports should be reviewed monthly to know what checks will be coming during the next mid-month payroll, and/or what deficit balances exist. Reports will be reviewed in depth in the Advanced Timekeeper and Approver sessions.

87. The Absence Management User Guide and a copy of this presentation will be available online at http://www-csun.edu/ohrs/solar 87