Absence Management

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• Absence Management
• Training
• November, 2008

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Agenda

• Overview of the Entire Process
• Explain Employee Role
• Entering their time
• Explain Timekeeper Role
• Reviewing time for a dept
• Manager / Chair Role
• Approving time for a dept

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Absence Management Overview

• Employee submits any time taken or reports No
  Time Taken into the on-line system
• Department Timekeeper reviews all submissions by
  employees and verifies for accuracy. This is an
  optional step.
• Manager acknowledges that the timekeeper has
  verified leave submitted and approves leave time
  reported on-line.
• An automated process calculates monthly balances
  for all leave eligible employees, including
  accruals and usage.

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Employee Role

• Any employee who is eligible to accrue and use
  leave, such as vacation or sick leave, will use
  Absence Management.
• The type of leave available to accrue and use is
  dependent upon your position and your bargaining
  unit agreement.
• Absence Management will replace the current
  Monthly Attendance Summary, Form 634, in most
  instances.

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Employee

• Log into MyFresnoState.edu
• Click on Employee Self Service
• Click on Time Reporting
• Click on Report Absence

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Employee

• Once logged in, an Employee can
• Report No Time Taken
• Report a specific absence
• View previously submitted absences
• Review absence balances

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Employee
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Employee
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No Time Taken
5 Clicks To Enter No Time Taken
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Employees Should Check

• It is important for an employee logging into the
  system for the first time to check two things
• The Employees Assigned Schedule. A link to the
  View Monthly Schedule can be found on the
  Report Absence screen.
• The Employees leave balances. These can be
  found on the Absence Balance page.

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Enter A Specific Absence
What the employee sees when they select an
Absence type. Notice the balance. Notice the
option to view the schedule.
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View Previously Submitted Absences
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View Absence Balances
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What the System Isnt

• The system is not a mechanism to request time
  off. It is used to report time off already taken
  by an employee.
• The system is not a mechanism to keep track of an
  employees workday start and end times.

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Timekeeper Role

• The timekeeper role in Absence Management is
  granted to an individual within a department who
  will review time and attendance before it is
  approved by the Department Chair or Department
  Manager.
• This role allows the individual to compare
  approved time to the time entered into Absence
  Management by employees. There is a field in
  Absence Management where the timekeeper can
  denote whether a leave entry had been verified
  or needs correction.

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Timekeeper Role

• This role also allows the individual, under
  specific circumstances, to enter time on behalf
  of an employee. If time is entered on an
  employees behalf, the employee is notified by a
  system-generated email.
• This on-line review will replace the documenting
  of a departments leave usage on the monthly
  Leave Usage Report that was provided by Payroll
  Services.

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Timekeeper

• Log into MyFresnoState.edu
• Click on Time Administration
• Click on Absence

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Timekeeper

• Once logged in, a Timekeeper can
• Review time reported for employees within the
  timekeepers department
• Enter time for employees within the timekeepers
  department
• View the schedules of employees (future)
• View previous leave reported by employees
  (future)

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Timekeeper
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Reporting an Absence for an Employee
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Report Absence
4.0
100.000
4.0
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Review Absence
You can sort the data on any page by the column
header if the column header is underlined
Vacation Take
.1
1.0
Funeral Take
8.0
Jury Duty Take
8.0
3.0
CTO Premium Earned
.5
Dock Take
12567
Mouse, Minnie
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Timekeeper

• The Absence Management Implementation Team has
  requested that employees currently serving as
  timekeepers automatically be given that role in
  Absence Management. If this request is approved,
  current timekeepers would bypass the PSoft
  security request process.

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Timekeeper

• Some departments may decide that additional
  employees may need to have the timekeeper role.
  If this timekeeper role is required for other
  employees, the request should be made through the
  normal security request process within PSoft.

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Timekeeper
Request the role of Timekeeper this can be done
by the current timekeeper, the manager or by the
employee
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Chair / Manager Role

• The Department Chair or Department Manager is
  responsible for approving all leave time for
  employees on-line.
• This approval process will replace the reviewing
  and signing of the Leave Usage Report (LUR) that
  was provided by Payroll Services.

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Chair / Manager Role

• Log into MyFresnoState.edu
• Click on Manager Self Service
• Click on Time Management

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Chair / Manager Role

• Once logged in, for employees who report to them,
  a Chair / Manager can
• Approve absences
• Enter time
• Review leave balances
• Review previous absences
• View employee schedules (future)

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Chair / Manager
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Chair / Manager
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Absence Approval
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Report Absence
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Report Absence
4.0
100.000
4.0
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Review Absence Balances
Click on this symbol to move the information into
an Excel worksheet.
100.000
100.000
1
100.000
100.000
1
100.000
100.000
1
100.000
100.000
1
100.000
100.000
1
100.000
100.000
1
Click on the to get more information on
absences claimed under that time of leave
Click on this symbol to expand the rows of
information for more types of balances.
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Review Absence History
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Review Employees Leave Usage
Name of Employee
Again, you can turn this information into an
Excel spreadsheet by clicking on this icon.
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Chair / Manager Proxy
Select Manager Proxy to delegate the approval of
Absence Manager and eRecruit to another Chair /
Manager while you are unavailable to approve time.
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Chair / Manager Proxy
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Things to Remember

• Timekeepers will have access to all leave
  information for all employees in the department
  based on Department ID
• Chairs / Managers will have access only to
  employees who report to them. Chair / Managers
  can view the list of those employees by selecting
  Manager Self Service and clicking on View
  Employee Personal Information. This will
  provide a list of all employees and vacant
  positions reporting directly to the Chair /
  Manager.

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Implementation Dates

• Go Live will be December 1, 2008
• Employees will enter leave time for November,
  2008 pay period (October 31 December 1, 2008)
• Timekeepers will review leave reported and
  Managers will approve time by December 10, 2008

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Training and Support

• Training Sessions on-going in November
• Open labs will be available December 1 December
  5
• Employees
• Manager
• Timekeeper
• All training material and on-line help videos
  will be available on the Payroll Services web
  page beginning November 24, 2008