Absence Management

To download a copy of Absence Management FAQs, please click on the document Absence Management Frequently Asked Questions.

Frequently Asked Questions (FAQs)

Can I report my attendance on an on-going basis or do I have to wait until the end of the pay period?

What dates are included in each pay period?

What types of absences can be reported online?

How do I view my work schedule?

If my work schedule changes what do I need to do?

Can Exempt employees report a partial day absence?

Can Personal Holiday be taken in less than a one day increment?

After entering an absence, why isn’t the “Absence Duration” correct for a full-day absence when I click on “calculate duration”?

What if I do not have enough leave credits to cover an absence?

How do I report Holiday Informal Time that was granted by the Governor?

How do I enter my overtime?

How do I correct an absence I have entered?

How can I print the Employee Absence Report?

Does a paper Employee Absence Sheet still need to be used?

Can an employee delete time that was entered by a timekeeper or manager?

How do I approve absences for my direct report(s) employees?

How do I see the status of the time I have submitted, if my absences were approved, and who approved it?

What if I need to make an adjustment to an absence for a prior pay period?

Will I be able to access my leave usage prior to Absence Management?

Will my balances still appear on my paycheck/stub?










Can I report my attendance on an on-going basis or do I have to wait until the end of the pay period?

We encourage you to enter your absence as soon as possible. MPPs can approve on a flow basis but must complete approvals by the monthly deadline.



What dates are included in each pay period?

Please visit http://www.csusm.edu/payroll/calendars.html  and under Non-Academic Payday and Holiday Calendar, click on the appropriate Payday and Holiday schedule PDF document. Inclusive dates for each pay period are identified on this document and do not always correspond with the begin and end dates of a calendar month.



What types of absences can be reported online?

You can key the following types of absences online provided you are eligible to take them and have a sufficient balance where appropriate: Vacation, Sick, Personal Holiday, Compensatory Time (including Alternate Day Off (ADO) and Holiday Credit), Union Time, Jury Duty, and Bereavement/Funeral. To view eligible absence leaves for your bargaining unit, please visit the Absence Leave Code Definitions page.



How do I view my work schedule?

Go to PeopleSoft HR Access by signing into MyCSUSM. 

As an employee, navigate to:  

Main Menu > Self Service > Time Reporting > View Time > Monthly Schedule

As a timekeeper or approver navigate to:  

Manager Self Service > Time Management > Manage Schedules > Manage Schedules

Enter the employee’s EMPLID or Last Name in the search field and click on “Get Employees”.  The employee’s schedule will appear for the current week at the bottom of the page.  Change the “View By” to Date Range to view the work schedule for a specific period of time.



If my work schedule changes what do I need to do?

Schedule changes must be submitted using a Work Schedule form to Human Resources for HR management review at least three weeks prior to the effective date.  Schedule changes must be in compliance with the employee’s Collective Bargaining Agreement and must be coordinated through your direct supervising MPP.  Failure to report schedule changes three weeks prior to schedule changes will cause issues with attendance reporting and result in incorrect leave balances and pay.



Can Exempt employees report a partial day absence?

Exempt employees are required to report absences in full day increments.  The only exception is when an exempt employee uses partial days in coordination with the Family and Medical Leave Act (FMLA).



Can Personal Holiday be taken in less than a one day increment?

No, Personal Holiday must be taken as a full day for all employees (both exempt and non-exempt).



After entering an absence, why isn’t the “Absence Duration” correct for a full-day absence when I click on “calculate duration”?

The Absence Management system requires all employees to be assigned to a work schedule. The Absence Management system defines a schedule as the number of hours an employee is scheduled to work on specific days during the week. If your schedule is incorrect in the system the absence duration will not be correct.  View your schedule (see How Do I view My Work Schedule for navigation) then have your MPP submit a Work Schedule form to Human Resources if a change is needed.



What if I do not have enough leave credits to cover an absence?

If an employee does not have enough leave to cover an absence, they must contact their MPP immediately. MPPs should contact an HR Manager for additional information and Payroll to coordinate unpaid leave.



How do I report Holiday Informal Time that was granted by the Governor?

Holiday Informal Time is not a leave type that is accrued, so it is not part of the Absence Management system. Governor’s Time will not be tracked in Absence Management. Contact an HR Manager for assistance with reporting Governor’s Time.



How do I enter my overtime?

Earned Compensatory Time Off (CTO) and paid overtime must be submitted to Payroll on a hardcopy overtime/callback form found on the Finance and Administrative (FAS) Form site.



How do I correct an absence I have entered?

An employee can correct an absence prior to an MPP completing the on-line approval. Simply delete the entry using the trash can symbol and re-enter appropriate absence information.  If the MPP has already approved the absence on-line, contact your MPP who will continue to have access to delete the invalid entry until the pay period closes.

 

How can I print the Employee Absence Report?

The on-line Time & Labor Employee Absence Report is no longer available for leave eligible employees.  If necessary, on the Report and View Absences page, employees can click on the grid icon (Excel)  ,  on the top right next to the “find” link and this will download absences entered into an excel spreadsheet. Or do a screen print of the absences they’ve entered online from their self-service entry page.   *Students/Hourly Employees still have access to download the on-line Time & Labor Timesheet/Adjustment Timesheet.



Does a paper Employee Absence Sheet still need to be used?

Not typically but it is needed in some situations. An Employee absence sheet is still needed for certain circumstances such as:

  • Absence reporting for pay periods prior to January 2013.
  • Special leaves such as non-industrial disability or Workers’ Compensation programs, or
  • When deleting or modifying an absence from a finalized prior period.


Can an employee delete time that was entered by a timekeeper or manager?

No, an employee cannot delete an absence that a timekeeper or manager entered on their behalf.



How do I approve absences for my direct report(s) employees?

You can approve employee absences on behalf of your Direct Report(s) using the “Approve Time and Absences” page.    Sign into MyCSUSM. In the Manager Resources box, click on “Approve Time and Absences”. On this page, if your direct reports have any employees reporting to them, you will see a “hierarchy” icon on the far right hand side of their name. Click on the icon to “drill down” and view/approve their employees absences.



How do I see the status of the time I have submitted, if my absences were approved, and who approved it?

The status of a reported absence can be seen on the “Report and View Absences” page. Sign onto MyCSUSM and under My HR Resources Box, click on “Report Absences”.  Make sure the “From” and “Through” dates are appropriate for the period you are reviewing. Click on the “Absence Status” hyperlink in the “Existing Absence Events” section, to see details about the status.

Absence Status - Status displayed are:

  • Submitted – Absence has been submitted by the employee
  • Reviewed – Absence has been reviewed by a Timekeeper or Manager
  • Needs Correction – Absence has been identified by a Timekeeper or Manager as needing correction
  • Approved – Absence has been approved by a Manager
  • In Process – Absence has been approved by a Manager and is being processed by the Absence calculation
  • Finalized – Absence has been approved by a Manager and processed by the Absence calculation, no changes can be made to the Absence


What if I need to make an adjustment to an absence for a prior pay period?

  • To enter an absence that you previously forgot to report, simply enter the absence online and request your MPP’s online approval.  The hours will be processed in the next pay cycle.
  • If you previously reported “No Leave Taken” contact Payroll Services for assistance.


Will I be able to access my leave usage prior to Absence Management?

Leave usage prior to January 2013 is not available in Absence Management. Contact Payroll Services for historical information. 


Will my balances still appear on my paycheck/stub?

No. The balances will no longer appear on your paycheck/stub. They can be viewed on-line on the Employee Balance Inquiry Page.  To navigate to the Employee Balance Inquiry Page, sign into MyCSUSM and under My HR Resources, click the “Employee Balance Inquiry” link.