Manager Self ServiceAbsence Management

• All employees who earn leave will submit time off through the Absence Management module in addition to entering hours in FAMIS and following your regular process to request leave with your supervisor

• This includes all types of leave: sick, annual, jury, military, and funeral• Facilities Reminders:

• Once leave slips are signed off on/approved by supervisor, they need to be turned into Sara Peters or Madi Buck to be recorded

• Jury Leave needs to be reported to Facilities HR to have a work order created for the leave

Which employees need to use this module?

• An absence can be submitted for an event that occurred in the past (e.g. a sick day) or for an event to occur in the future, such as annual leave.

• All absences should be entered by the employee, and approved by the supervisor, no later than the end of the pay period in which the absence occurs.

When can employee leave be entered and approved?

•

• An employee signs into PeopleSoft and enters a leave request before (for planned absences) or after (for unplanned absences) an event.

• The supervisor signs into HRMS

• The supervisor has three choices for taking action on the request:• Approve – the employee receives an approval email

• Deny – the employee receives a denial email

• Push back – the employee receives an email requesting modification of the request.

• If the request is approved, it is processed in the next pay cycle.

• Once an absence is approved it cannot be cancelled by supervisor or employee

• Note: During initial rollout, leave balances from the old method of taking leave will not display in Absence Management until after the first payroll runs under the new method. This is a planned part of the conversion process.

What is the process for Absence Management?

• Home page quick link or

• Manager Self Service > Time Management > Approve Time and Exceptions > Absence Requests

Where does a supervisor approve, deny or push back the requested leave?

• All absences entered must match the leave entered in FAMIS

• When approving staff’s time in MSS please use Employee Labor Entry Report from FAMIS

• Supervisor Approval Report enter pay period dates and your EMPL ID Employee Labor Entry Report…

Match FAMIS Entries

• List of absences will populate: ApprovedDeniedPending

• If no pending requests a message will indicate there are no results to display

• If Denied – employee receives email and the request is moved to supervisor’s denied status

• If Push Back – employee receives email and it is removed from the supervisor’s list of pending approvals

• If Approved – employee receives email and the absence will now be ready for processing

Requested leave actions…

• Click on the name of the person for this screen to populate

• Check to ensure time matches entry in FAMIS

• Add any comments

• Click approve

Requested leave actions…

Deny Request Push Back Request

Requested leave actions…

• Navigate to:Manager Self Service > Time Management > View Time > Absence Request History

• List of employees reporting to the supervisor will populate

• Transaction effective date will default to today’s date but it can be changed once you are in the page of the selected employee

How can a supervisor check the history of an employees absence requests?

• Navigate to:Manager Self Service > Time Management > View Time > Absence Balances

How can the supervisor review an employee’s Absence Balances?

• Once employee is selected this page will display

Absence Balances continued…

• Click Forecast Balance to view the employee’s balances

• All leave requested will be included even if not approved yet

Absence Balances continued…

• Navigate to:Manager Self Service>Time Management>View Time>Monthly Time Calendar

• You can change the month by clicking on previous month, next month or click on the drop down for month and year.

• The Monthly Time Calendar will list all employees that report to you.

Monthly Time Calendar

Monthly Time Calendar

• Navigate to: Manager Self Service>Time Management>Report Time>Absence Request

• Select the employee to request an absence for

• Request as: Employee (this is recommended) it will automatically be approved by the supervisor

• Request as: Manager – it will need to be approved by the managers manager who entered the request because as a manager requesting it they also cannot approve it

How does a supervisor enter an Absence Request for an employee?

• When Request As Employee is used this is how the Approved screen looks

• Employee will receive an email notifying them this absence is submitted and approved on their behalf

Supervisor entry…

• If you choose Request As Manager the request will be submitted.

• Status: Submitted

• This request must be approved by the Managers Manager. Since the absence was requested as the manager the manager can’t approve it and it must move to the next manager.

• Employee will NOT receive an email notifying them this absence is submitted and approved on their behalf until the supervisorsmanager approves it. The employees Manager will receive an email after the manager has approved this request.

Supervisor entry…

• Students will not use TLAB at all• Students hours should be put in the

comments when they enter their time in FAMIS

• Supervisors should audit this by running the Employee Labor Entry Report from FAMIS

• Supervisor Approval Report enter pay period dates and your EMPL ID Employee Labor Entry Report…

• Do not use hourly reporting forms

Student Labor Entry