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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

• 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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5 Clicks

To Enter

No Time Taken

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 Employee’s Assigned Schedule. A link to

the “View Monthly Schedule” can be found on the Report Absence screen.

– The Employee’s 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 Isn’t

• 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 employee’s 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 employee’s behalf, the employee is notified by a system-generated email.

• This on-line review will replace the documenting of a department’s leave usage on the monthly Leave Usage Report that was provided by Payroll Services.

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Timekeeper

• Log into MyFresnoState

• 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

timekeeper’s department– Enter time for employees within the

timekeeper’s 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

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Review Absence

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You can sort the data on any page by the column header if the column header is underlined

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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

• 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

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Review Absence Balances

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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.

Click on this symbol to move the information into an Excel worksheet.

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Review Absence History

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Review Employee’s 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