Requesting/Entering Absences
This article covers how employees can request absences in CHRS. This includes absences that can be requested ahead of time, such as vacation, and retroactive absences such as sick time.
Prefer to watch a quick video?
- Video: Requesting Absences & Viewing Absences (4 minutes)
All absences must be requested one by one, even if you are requesting them for an absence that happened in the past such as sick time.
If you get an error, you can review Common Error Messages in Absence Entry to learn more about the error and how to fix it.
1. Log in to the campus portal and select Employee Homepage.
View How Do I Access the Employee Homepage/Employee Self Service? for step-by-step instructions.
2. Click CSU Time.
3. Select Request Absence.
4. Use the Absence Name drop-down menu to select the type of absence.
5. If applicable, select a Reason for the absence.
6. Enter the Begin and End Dates for your absence.
Your absence entry cannot start or end on a campus holiday.
If the time between your Begin Date and End Date includes weekends or campus holidays, the system will omit those days from the calculations.
The duration will automatically calculate based on the date range you enter and the number of hours per day you typically work.
7. If you are non-exempt staff and your absence is for less than a full day OR you are part-time faculty, click on Partial Days.
7.1. Select the Partial Days option that applies to your absence: All Days or Start Day Only.
Part-time faculty should choose All Days.
All Days = the partial hours will apply to each day of your absence.
Start Day Only = the partial hours will apply to only the first day of your absence.
7.2. Enter the duration of your absence. Then click Done.
If you enter partial hours for All Days, do not include weekends or holidays in the range.
Part-Time Faculty should calculate the duration by multiplying their time base by 8 hours.
For example, if your time base is 0.50 FTE, multiply 0.50 by 8 hours to get 4 hours (0.50 x 8 = 4). So you would enter 4 hours in the Duration field.
- Enter the duration of your absence (e.g., 4 hours).
- Then click Done.
8. Click Forecast to determine if you have the necessary leave credits to cover the absence.
This is a required step before you can save the absence.
9. You will see a message indicating you have enough leave credits. Click OK.
10. Enter any Comments about this absence request. Click Add Attachment to add any attachments related to the request. You can also see your current balance for the absence type, view your balances, or view your absence requests.
Please note that comments and attachments will be viewable to your manager, timekeeper, and Payroll Services. If you have concerns about confidentiality, please contact your manager directly.
- Enter any comments about this absence request.
- Click Add Attachment to attach any documents to this request (e.g., jury duty certification).
- The current balance for the absence type you selected is displayed.
- Click View Balances to view all of your leave balances.
- Click View Requests to view all of your absence requests.
11. Click Submit when you are ready to submit your absence request.
12. Click Yes to confirm you want to submit the absence request.
13. You will see a message that the absence request was submitted successfully.
14. You will also receive an email confirmation that your absence request was submitted and you'll get additional emails when you absence entry is approved, denied, or sent back to you for correction.
Need More Help?
For questions about your specific entries or reporting requirements for your position, contact your department timekeeper or Payroll at 657-278-2521 or [email protected].
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
Alicia Perez
I can not enter my CTO time for Nov. 22 2023
Camille Johnson
Hi Alicia! Your account may need to be adjusted. Please reach out to Payroll so they can make changes on the back end for you to be able to view and report your compensatory time options.
Kendra
Once managers approve absences, do salaried employees still need to submit anything at the end of the month?
Camille Johnson
Hi Kendra! If all of their absences or no leave taken entries have been approved for the month, employees do not need to submit anything else.
Jon Bruschke
So what happens if I submit a request for a past absence (like an illness) and then it is denied?
Camille Johnson
Hi Jon! If your absence is denied, you'll receive an email notification which should include a comment from your supervisor explaining why the absence was rejected. If there is no reason, reach out to your manager for information about why they rejected your absence was and what correction needs to be made. You can then make the necessary corrections and resubmit the absence.
To make a correction to a denied absence, you can follow the steps on our View, Rework, or Cancel an Absence Entry user guide at: https://csuf-erp.screenstepslive.com/m/117410/l/1723710-view-rework-or-cancel-an-absence-entry#the-status-is-denied-or-push-back
Joseph M Gonzalez
What is "Dock"? How does one enter strike days?
Camille Johnson
Hi Joseph! A dock is unpaid time. Docks must be claimed when an employee does not have sufficient leave credits to cover an absence or if it is inappropriate to apply leave credits to an absence.
HRDI has informed faculty that they are responsible for reporting their absence if they went on strike and they have also identified that the dock is the applicable absence type. To submit a dock, the employee or the employee's timekeeper must submit a Dock Notice via AEM Forms. The employee must also submit a dock absence in CHRS (Employee Homepage). There are user guides available on submitting the form and submitting the absence at:
Dock Notice (Payroll Services): https://csuf-erp.screenstepslive.com/m/117410/l/1770489-dock-notice-payroll-services
Entering Dock Time in CHRS: https://csuf-erp.screenstepslive.com/m/117410/l/1770426-entering-dock-time-in-chrs
Erin Hollis
I have 1656 hours of accrued sick leave but the system is saying I have 0? This seems to be a huge glitch!
Camille Johnson
Hi Erin! There are a couple of fixes set to be implemented this week to clear up some CHRS issues, but I'm not sure if that is related to your absence balance glitch. The Absence Management team should be able to look into your particular account and take care of the problem. They can be reached at [email protected].