Timekeeper: Entering Absences or No Leave Taken on Behalf of an Employee
This article covers how department timekeepers enter absences or no leave taken on behalf of an employee if the employee is unable to submit entries themselves.
If a timekeeper enters absences or no leave taken on behalf of an employee, a 634 Form needs to be filled out, signed by the employee and manager, and submitted to Payroll Services.
The 634 form is in the process of moving to AEM Forms and more information will be available soon.
1. Log in to the campus portal and click on Human Resource in the Titan Online widget.
What do you want to do?
1. Click on CSU Create & Maintain Absences on Manager Self Service.
- Use the homepage selection arrow to switch to the Manager Self Service homepage if you are not already there.
- Then click CSU Create & Maintain Absences.
2. Enter the CHRS ID of the employee for whom you want to create an absence entry in the Employee ID field and then press Tab on your keyboard to populate the employee's information.
3. Start by entering the Begin Date and End Date for the absence.
- Enter the Begin Date for the absence. You can type in the date or click on the calendar icon to select a date.
- Enter the End Date for the absence. You can type in the date or click on the calendar icon to select a date.
4. Select the absence type from the Absence Name drop-down menu. If applicable, select a reason from the Reason drop-down menu.
- Select the absence type from the Absence Name drop-down menu.
- Some absence types require a Reason. If applicable, select a reason from the Reason drop-down menu.
- Optional: click View/Add to add an attachment to the absence entry.
5. Click the plus sign button to add another absence for this employee.
6. Once you have entered all of the absences for an employee, place a checkmark next to each absence entry row. Then click Forecast.
You must forecast the absences before they can be submitted.
- Place a checkmark next to each absence entry row for the employee.
- Then click Forecast.
7. Click Yes to save and forecast the absences.
8. Click on the Forecast tab.
9. Check the Forecast Value to make sure it is ELIGIBLE for each of the absence entries.
10. Return to the Absence Detail tab. Place a checkmark next to each absence entry row and then click Submit.
- Click on the Absence Detail tab.
- Place a checkmark next to each absence entry row for the employee.
- Then click Submit.
11. You will see a confirmation that the submission was successful. Click OK.
12. The employee will receive an email letting them know that the absence request was submitted.
13. The employee's manager will receive an email letting them know they have an absence request to approve.
The manager will need to approve all absence requests that you submit on the employee's behalf.
14. A 634 Form will need to be filled out, signed, and submitted to Payroll Services.
If a timekeeper enters absences or no leave taken on behalf of an employee, a 634 Form needs to be filled out, signed by the employee and manager, and submitted to Payroll Services.
The 634 form is in the process of moving to AEM Forms and more information will be available soon.
1. Click on CSU Approve/Request NLT on Manager Self Service.
- Use the homepage selection arrow to switch to the Manager Self Service homepage if you are not already there.
- Then click CSU Approve/Request NLT.
2. Verify the Business Unit is FLCMP. Then select the pay period for which you want to add No Leave Taken entries if necessary.
Depending on when you are entering the no leave taken entries, the correct pay period may already be selected.
- Select CSU NLT Entry if you are not taken directly to this page.
- Verify that the Business Unit is FLCMP.
- Click on the lookup button next to MST Pay Bgn Dt to select the first day of the pay period for which you want to add no leave taken entries.
- Then click Search.
3. Review the NLT Status and WF Status for the employee(s). Place a checkmark next to each employee for whom you want to add a no leave taken entry. Then click Submit.
- Click on the look up button to locate a specific employee by name or Empl ID (CHRS ID).
- Review the NLT Status and WF Status to ensure the employee does not already have a no leave taken entry submitted.
- Place a checkmark next to each employee for whom you want to add a no leave taken entry.
- Then click Submit.
4. The entry/entries will be submitted and you will see Submitted in the WF Status for the employee(s).
5. The employee will receive an email letting them know that the No Leave Taken entry was submitted.
6. A 634 Form will need to be filled out, signed, and submitted to Payroll Services.
If a timekeeper enters absences or no leave taken on behalf of an employee, a 634 Form needs to be filled out, signed by the employee and manager, and submitted to Payroll Services.
The 634 form is in the process of moving to AEM Forms and more information will be available soon.
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].
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