PeopleSoft Absence Management - Manager
Table of Contents
Navigating to the Approve Reported Absences Screen ...................................................................... 2 Approve Absences Entered by Employees ....................................................................................... 3 View Absence Balances for Employees ........................................................................................... 6 View Detailed Absence Balance Information for an Employee ............................................................ 8 View the Graduated Vacation Chart ............................................................................................. 10 Report No Time Taken for an Employee ........................................................................................ 11 Record an Absence for an Employee ............................................................................................ 12 Delete an Unprocessed Absence .................................................................................................. 15 View Prior Absence Transactions for an Employee .......................................................................... 16
Manager Absence Management
Navigating to the Approve Reported Absences Screen 1.
Log into the myHumboldt portal at [Link]
2.
Choose the PeopleSoft HCM link
3.
Navigate to Approve Reported Absences by choosing Main Menu Manager Self Service Time Management Approve Time and Exceptions Approve Reported Absences.
4.
Select the OK button if a screen reading Potentially large number of Employees to load - It may take up to 5 minutes to load. Press OK or Cancel is displayed.
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Manager Absence Management
Approve Absences Entered by Employees 1.
Navigate to Approve Reported Absences by choosing Main Menu Manager Self Service Time Management Approve Time and Exceptions Approve Reported Absences.
2.
The Approve Reported Absences page displays. Select a column header to re-sort the list. Note: Your direct reports, as well as all employees you are an alternate approver for, are shown.
3.
The re-sorted list displays. In this example, the Dept Name column was sorted. Scroll down to view all employees.
4.
Current Period Absence Status: a. None No absences have been entered. b. Appr All absences entered have been approved. c. Sub Absences have been submitted but not approved.
5.
Click the Org Chart icon in the far right column to view the direct reports of another employee (if applicable).
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Manager Absence Management
6.
Check boxes to select and view individual absences or click the Select All button to review absences for all employees.
7. 8.
Click the Continue button. The Approve Reported Absences page displays. Note: Only employees whose absences are submitted and unapproved will appear in this list. Absences entered by a Timekeeper will appear with a Reviewed status. Absences entered by an Employee will appear with no status.
9.
To send an absence back for correction, click the dropdown list in the Review Status column and Select Needs Corr (Correction). Note: You will not be able to approve an absence with a Needs Corr status.
10.
Click Add Comment to communicate information back to the employee.
11.
Enter a comment to communicate why the absence needs to be corrected. Note: Be brief and professional when adding comments.
12.
Click the Save Comments button.
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Manager Absence Management
13.
Scroll down to view all absences on the Approve Reported Absences displays. Note: Comment links for Absence entries with comments read Edit Comment.
14.
Check individual boxes to approve a few select absences or click the Select All button to approve all absences.
15. 16.
The page displays with the Approved boxes checked. Click Submit. The Approval Confirmation page displays. Click OK.
17.
The Approve Reported Absences page displays with the updated status information.
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Manager Absence Management
View Absence Balances for Employees 1.
From the Main Menu, navigate to Manager Self Service > Time Management > Manager Balance Inquiry.
This section demonstrates how to view current and prior absence balances for the employees in your charge.
2.
The Manager Balance Inquiry search page displays. Note the Last Refresh date. Select the Refresh Employee List button.
3.
The Building Security List information page displays. Select OK.
4.
The Manager Balance Inquiry search page displays. Enter the Department for which you want to view employee balances. Note: Use Department or EmplID criteria when searching.
5.
Select the Search button to begin the search.
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Manager Absence Management
6.
The Absence Balances tab displays. Note: Sick Balance, Vacation Balance, and Personal Holiday Available columns display.
7.
Click the Compensatory Time tab to view additional balances. The Compensatory Time page displays. Note: All Compensatory Time types of leave display.
8. Click the State Service for Absence tab to
view State Service Balances. The State Service for Absence page displays State Service Balances.
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Manager Absence Management
View Detailed Absence Balance Information for an Employee 1.
Search for an employees absence balances by department or EmplID as described in the section View Absence Balances for Employees.
2.
Click the Details icon in the far right column (on any of the three tabs) to view more detailed information for any employee in the list.
3.
Note that there are 4 expandable sections on the page: a. All Absence Balances b. Absence Balances c. Compensatory Time Balances d. State Service for Absences
4.
Select the right arrow beside the section name to expand or collapse that section. Note: The All Absence Balances section contains all the tabs available in the other three sections.
5.
The Absence Balances section contains the following tabs: a. Sick b. Vacation c. Personal Holiday
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Manager Absence Management
6.
The Compensatory Time Balances section contains the following tabs: a. CTO b. Holiday Credit c. Holiday CTO d. Excess e. ADO f. Non Exp ADO
7.
The State Service for Absences section contains the following tabs: a. State Service b. State Service Hours c. Service Hours Sick d. Service Hours Vacation e. Service Hours FTE
8. Select the Return button at the bottom of
the screen to return to the main Absence Balances screen.
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Manager Absence Management
View the Graduated Vacation Chart 1.
Search for an employees absence balances by department or EmplID as described in the section View Absence Balances for Employees.
2.
Select the Graduated Vacation Chart link at the bottom of the screen.
3.
The Graduated Vacation Chart displays. This chart displays monthly vacation accrual rates, along with maximum vacation accrual allowances, based on employee state service.
4.
Press the Esc key on the keyboard to return to the main balances page.
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Manager Absence Management
Report No Time Taken for an Employee 1.
From the Main Menu, navigate to Manager Self Service > Time Management > Report Time > Manager Absence Entry.
2.
Click the EmplID of the employee for whom you want to report an absence. Note: The grid can be sorted by clicking any column title. Alternate approvers may wish to sort by DeptID or Dept Name for ease of entry.
3.
If an employee holds more than one position, you will be prompted to select which job you want to enter absences for. Note: Existing absences for the current pay period will be displayed in the top grid. The From and Through dates can be changed to show absences from other pay periods.
4.
In the bottom grid, the Absence Name No Time Taken defaults to the current pay period Begin Date and End Date. If this is correct, click the Submit/Approve button.
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Manager Absence Management
Record an Absence for an Employee 1.
Select the Absence Name from the dropdown menu.
2.
The Absence Balance is displayed. Confirm that the Balance covers the absence you are recording.
3. 4.
Enter the Begin Date and End Date.
Click the plus (+) icon to add rows for additional absences.
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Manager Absence Management
5.
To add Partial Hours: a. Select Partial Hours from the Partial Days dropdown menu b. Enter the Hours per Day.
6.
To add any comments, select the Add Comments link. Note: This is required if the Add Comments link is red.
7.
Enter a comment as prompted. Be brief. Details are not required.
8. 9.
Click the Save Comments button. The Comments link reads Edit Comments when a comment has been entered.
10.
Once all absences are entered, click the Submit/Approve button.
11.
Click OK on the Submit Confirmation page.
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Manager Absence Management
12.
The Report and View Employee Absences page displays.
13.
Use the navigation links at the bottom of the page to move from one employee to another.
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Manager Absence Management
Delete an Unprocessed Absence 1.
To delete an absence, click the trash can icon in the far right column.
Managers, supervisors, work leads, and alternate approvers can delete absences with a Reviewed, Submitted or Approved status.
2.
Confirm that the absence to be deleted is the correct one.
3. 4.
To continue deleting the selected absence, click the Yes button. Confirm that the absence is no longer listed in the Existing Absence Events section.
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Manager Absence Management
View Prior Absence Transactions for an Employee 1.
On the Report and View Employee Absences page the current pay period is the default display.
2.
Change the From date and Through dates to view a different set of absence transactions.
3.
The Report and View Employee Absences is refreshed, reflecting the new dates. Repeat this process to view a different set of absence transactions.
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