absence management: advanced timekeeping may 2008

1. Absence Management:Advanced Timekeeping

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 Timekeeping role and responsibilities To review reference materials supporting those responsibilities 3 Objectives

4. 4 Agenda Roles & Responsibilities Matrix Timelines Schedules/Alternate Schedules Timekeeping � Absence Entries Absence Types 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]

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6. 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 6

7. 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 7 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.

8. Assign Work Schedule displays schedule information Effective date Description 8 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.

9. 9 Absence Management has a schedule maintenance feature Updating capability is currently centrally managed, but the ability to view schedules is available through the Assign Work Schedules link in the portal Alternate schedules must be promptly reported via the Action Request form for HR update Late notice could cause the system to calculate usage and/or excess plus/minus calculations incorrectly.Late notice could cause the system to calculate usage and/or excess plus/minus calculations incorrectly.

10. 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 10

11. Select Group ID Select employee 11

12. Timekeepers enter in the same Request Absence page as Self-Reporters Clicking results in approved entry 12

13. 13 Absence Types or �Elements� are listed in Appendix A of the Absence Management User Guide Includes definitions, applicable groups, rules of usage

14. 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 14 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:

15. 15 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. No units are currently non-expiring, but the absence type exists in case in the future there are non-expiring. 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. No units are currently non-expiring, but the absence type exists in case in the future there are non-expiring. 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.

16. For these special absence types, use of the �Partial Days� indicator as �All Days� is required even when reporting full days: 16 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.

17. 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 17 **�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).

18. 18 All Days Hours: Example entry: sick leave being expended for a part-time employee

19. 19 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. 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.

20. 20 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. 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

21. 21 Example: CTO EARN entry (on a workday) In the case of workday CTO earnings, the �Duration� field will automatically populate after clicking the �Calculate End Date or Duration� button. 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.

22. Examples of entries and how they would process 22

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24. The status of an absence request can be reviewed on the Absence Request History page Portal pagelet link: View My Absence Request Hist 24 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

25. Absence Status types include: Saved Submitted Approved Push Back Denied Cancelled 25 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.

26. An absence in a changeable status is indicated by a yellow Edit button 26 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

27. 27 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.

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29. Cancellation Feature Summary Appendix C: Cancellation Feature Summary, back of Absence Management User Guide 29

30. 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 30

31. Screen displays employee listing and balances Three tabs contain various balances 31

32. 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 32 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.

33. Reports can be run using criteria selection 33 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.

34. Two tabs include Employee information, and Absence information. Clicking on this symbol will expand the display to show contents of both tabs. 34 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.

35. Use of the partial days indicator should be matched with partial hours 35

36. 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 36 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.

37. Other reports are available to help monitor and keep track of department activity 37

38. 38 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 Result: Deficit of 6 hours for this pay period 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.

39. 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 39 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.

40. 40 The Absence Management User Guide and a copy of this presentation will be made available at http://www-csun.edu/ohrs/solar E-mail notification will announce when posted

41. 41 Thank you! For assistance, contact the SOLAR HR Call Center E-mail: solarhr@csun.edu Phone: x1000, press 2, press 3