Reporting Absences
This article covers how all state employees report their absences.
Most Hourly Intermittent Employees, all Special Consultants and all Student Employees are excluded from Absence Management.
Absence Entry Page Header
The Click for Instructions link in the header provides both quick and detailed instructions on utilizing the absence entry page.
In the header area there are the following fields:
- Your Name
- Your Campus-Wide ID (also referred to as Empl ID)
- Your Job Classification Title
- Your Department Name and Department ID
- A link to instructions for the absence entry page.
Pay Period Selection
When you access the absence entry page within the first 5 calendar days of the month, the dates will default to the prior pay period. On the 6th calendar day, the dates will default to the current pay period.
You can change the dates to two pay periods back or one pay period into the future, but you cannot delete absence entries that have already been processed.
Be sure to view the current Attendance and Pay Schedule document when selecting a different pay period to ensure you have the correct dates for the pay period. The document is available on the Payroll website.
Existing Absence Events
This section shows any absences that you reported or have been reported on your behalf during the selected pay period.
| Field | Description |
|---|---|
| Absence Name | The type of absence used. |
| Begin Date |
The starting date of the absence. |
| End Date |
The ending date of the absence. |
| Absence Duration |
The duration of the absence. |
| Unit Type |
What unit the duration is in (i.e. Hours, Days, etc.). |
| Absence Status |
The status of the submission; values include: Submitted, Reviewed, Approved, and Finalized. |
| Last Updated By |
The name of the person who last updated this absence entry. |
Enter New Absence Events
This section is where you will enter your absence events. Instructions on how to enter absences can be found in the Reporting Absences section of this article.
| Field | Description |
|---|---|
| Absence Name | The type of absence used. |
| Begin Date |
The starting date of the absence. |
| End Date |
The ending date of the absence. |
| Absence Duration |
The duration of the absence. |
| Balance |
The amount of time available for you to use for the selected absence type (if applicable). |
| Partial Days |
If partial days are used, this option can be selected. |
| Unit Type |
What unit the duration is in (i.e. Hours, Days, etc.). |
| Add Comments |
Enter comments for the absence; for some absence types, this field is mandatory. |
1. Log in to your portal, access Titan Online, and select Report and View Absences in Employee Self Service.
View Accessing Absence Entry for more details about accessing the Absence Entry page.
Absences can be entered for two pay periods back and one pay period into the future. However, you cannot delete absence entries that have already been processed.
2. Select an absence type from the drop-down menu under Absence Name.
Do not use Absence Management to enter Dock time. Please follow existing procedures to process docks. For more on dock procedures, contact your department timekeeper or Payroll at 657-278-2521 or [email protected].
Select the absence type from the drop-down menu.
The types of absences available to you will depend on your classification and bargaining unit.
Employees with a CTO balance may utilize the CTO Take absence type; however only timekeepers should enter CTO Earn.
3. Enter the Begin Date of the absence.
Your absence entry cannot start or end on a campus holiday.
Enter the Begin Date of the absence. You may type in the date or click the calendar icon for a calendar view.
4. The End Date has automatically changed to match the Begin Date. Modify the end date if it was a multi-day absence.
The Balance field shows the amount of leave available to you for the absence type you have selected (if applicable). The system will not allow you to enter an absence that exceeds your available balance.
For multi-day absences, modify the End Date to the last day of your absence.
If the time between your Begin Date and End Date includes weekends or campus holidays, the system will omit those days from the calculations.
For example, in the second screenshot above showing a multi-day absence, there is a weekend included in the date range. The system will correctly calculate that the duration is 80 hours for the absence and not 96.
4.1. If you are non-exempt and your absence was for less than a full day, you can select Partial Hours under the Partial Days column.
For eligible employees, the Hours per Day column will automatically appear and you can enter the number of hours for your absence (if applicable).
If you enter partial hours for a range of dates, do not include weekends or holidays in the range.
5. Click Add Comments to add a comment for the absence.
When the Add Comments link appears in red (as shown in the screenshot below), a comment is required for the absence type. Otherwise, comments are optional.
5.1. Enter your comment for the absence and then click Save Comments.
If a comment is required, you may see text indicating what information you are required to provide. In the example above, the relationship of the family member is required for Family Sick Care leave.
Once you are finished entering your comment, click Save Comments.
To return to the Report Absences page without saving your comment, click Return to Entry Page.
6. To report additional absences, click on the plus sign icon at the end of the row.
Click the plus sign icon to add a new row.
You can click on the minus sign icon to remove a row.
8. Review all of your absence entries for accuracy, particularly the Absence Duration. Then click Submit.
The Absence Duration and Unit Type columns will show the duration of each absence.
Review all of your absence entries for accuracy.
When you are ready to submit your time, click Submit.
Once you submit your absence entries you will not be able to edit the entries. To make changes, you will need to delete the absence entry and re-enter it.
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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