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Time Reporting: Absence Events

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Welcome to Training!

• Why PeopleSoft?– PeopleSoft will help UTEP to grow.

• What’s Your Part?– We need your skills and expertise in order to utilize

PeopleSoft. It’s a vehicle and you’re the driver!– Over time you will build your own history with

PeopleSoft.• What to Know About Training? – Training is an investment in your professional growth.– Be open to change

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Setting Expectations

• Only core functionality will be available at go-live.• We’re starting with limited workflow—we’ll be using

processes outside of PeopleSoft for certain HR & Financial transactions.

• We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.

• We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.

• We will be using a PeopleSoft simulation environment during training.

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What Can You Do?

• Feel free to ask questions and take notes.• Contact the Help Desk if you encounter a glitch or

forget how to complete a transaction.• Revisit the training webpage to review training

materials and videos.• Become your office’s “Go-To” person. Be willing to

offer your help. • Attend our Go-Live Work Sessions—open lab time

can be used to process live documents/transactions.

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Terminology• Absence Event (Leave Request): The period of time that a payee is

absent for the same reason. For example, if a payee is out sick Monday through Wednesday, the three-day absence is referred to as an absence event.

• Entitlement: This defines rules for granting paid time off for valid absences, such as sick time and vacation. An absence entitlement defines the entitlement amount, frequency, and entitlement period (Monthly Accrual).

• Cascading: A feature in the Absence Management module to automatically deduct employee submitted absence hours against a prioritized order of an employee’s accrued leave type balances.

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Timekeeper

• Roles and Responsibilities– Timekeepers on campus will have the ability to enter, correct and

submit leave request entries for their respective departments into the PeopleSoft system.

– Departments will still need to maintain and manage pre-approved absence request forms.

– You will only report absences for • Vacation leave• Sick time• Bereavement• Jury Duty• Educational Activity Conference

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Absence Reporting Entries

Employees Absences

Classified Yes

Faculty Yes (sick leave only)

A&P Yes

• Timekeepers will be able to enter and submit leave for the following leave eligible employees:

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What IS Changing?

• Introduction of a Cascading.• Absence Events will now be handled by absence

management in HR.• Leave requests will be impacted by work schedule.• View balances format is different.• Balances will not be updated upon submission.• Comp/OT request will be entered through Timesheet.• Absence events will have two monthly hard deadlines

for processing.

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What is NOT Changing?• All employees eligible for leave must continue to submit a

leave request form.

• Your leave request approvals:– Internal Electronic Leave Request System

– Paper Based System.

• Leave will be processed by the department in a leave system.

• Current campus leave policies and procedures will apply.

• FMLA and sick leave pool processing will be maintained by HR.

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Cascading• Cascading is a new concept used in PeopleSoft

to automatically deduct leave hours from various leave balance types.

• Cascading Acronyms:– VAC –Vacation– Unpaid Abs – Unpaid absence– EA – Educational Activities– COMP- Comp time– O/T-FLSA – Overtime-Fair Labor Standards Act

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Cascading OrderLeave Type (Element) Order of Deduction against Leave Types

Vacation Vacation Comp Time Overtime/FLSA *Floating Holiday Unpaid Absence

Sick Sick Comp Time Overtime/FLSA *Floating Holiday

Educational Activities

Vacation

Unpaid Absence

Educational Activities

Educational Activities/Sick Comp Time Overtime/FLSA *Floating

Holiday Vacation Unpaid Absence

*Floating Holiday Floating Holiday Comp Time Overtime/FLSA Vacation Unpaid Absence

*Floating Holiday: UTEP does not have Floating Holiday. This will be visible because other participating institutions have Floating Holiday.

Note: If Floating Holiday is accidentally selected, the system will automatically cascade.

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Cascading Example• An employee has the following available leave balances:

– 20 hours of vacation– 36 hours of sick– 16 hours of comp time

• The employee submits 40 hours of vacation. The time is approved by their reports-to manager.

• What will happen?– 20 hours will be pulled from their available vacation hours– Their available sick hours will be skipped (because it is not in the

vacation cascading order)– 16 hours will be pulled from their available comp time hours– 4 hours will go unpaid.

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Leave Request Adjustments

• Timekeeper have a 90 day pay window from the absence event to enter or make any adjustments.

• Adjustments after 90 days of an event will need to be reported to the Absence Management in HR.

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Current Leave Requests: Paper/Electronic

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Define Leave Request Screen

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PeopleSoft Leave Request Screen

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DEFINE ET3 Screen

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Navigation to Enter an Absence

Main Menu> Manager Self Service> Time Management> Report Time> Timesheet

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Enter a Full Day Absence Event

1. Enter the search criteria for the employee. 2. Click on Get Employees. 3. Select the desired work week and click the

Refresh icon on the right.4. Select the employee.

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Enter a Full Day Absence Event

5. Click on Absence Event to View leave Balances.

6. Click on Add Absence Event to enter details for the leave.

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7. Enter corresponding absence event information.

8. Click on the Submit to submit the absence.

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Enter a Full Day Absence Event

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Submit an Absence Event

Click OK to complete the absence event.

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Submit an Absence Event

If done correctly, your Leave should be shown in your timesheet.

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Enter a Partial Day Absence Event1. Enter the search criteria for the employee. 2. Click on Get Employees. 3. Select the desired work week and click the

Refresh icon on the right.4. Select the employee.

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Enter a Partial Day Absence Event

5. Click on Absence Event to View leave Balances.

6. Click on Add Absence Event to enter details for the leave.

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7. Enter the corresponding absence event information.

8. Click on the Details link to enter the absence hours for partial days.

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Enter a Partial Day Absence Event

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Enter a Partial Day Absence Event

Auto-populated from the previous screen.

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9. For a basic partial work day off, select All Days.10. Enter the hours in the Duration field. 11. Click on Calculate End Date or Duration to calculate

the hours deducted from your leave balance.12. Click OK to return to the previous screen to submit.12

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Enter a Partial Day Absence Event

Click on the Submit to submit the absence.

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Submit an Absence Event

Click OK to complete the transaction.

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Verify Absence Event

If done correctly, your Leave should be shown in your timesheet.

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Absence Scenarios

• Taking “Full” Day(s) Off Examples: – Scenario 1: Request a week off (40 hours).– Scenario 2: Request a day off (8 hours).

• Taking “Partial” Day(s) Off Examples– Scenario 3: Request a half-day off (or a few hours).

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References

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Questions?

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Split Appointments

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Thank You!