PeopleSoft AM1-1:
Absence Management Entry
Presented by Rich Fayad & Ron Pantaleon | May 12, 2016
FOR JULY 5,
2016 GO LIVE
Objectives
▪ Report and update absences in two ways:
1. Timesheet Screen
2. Absence Request Screen
▪ View AM information about employees:
– Absence balances
– Run Absence Management queries
BY THE END OF THE SESSION, YOU WILL BE ABLE TO:
This 3-hour class is for staff that need to report and view absence
requests in PeopleSoft.
It covers absence entry and how to view
absence balances.
AM1 = Parts I-III, VII of the Absence Management guide.
AM2 = Parts IV-VII of the Absence Management guide.
Accessing Guides, Job Aids, and Demos
http://crc.sdcoe.net
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What is Absence Management?
Absence Management is part of the PeopleSoft Human Capital Management (HCM) system, which also includes Human Resources, Benefits Administration, Time & Labor, and Payroll. Absence Management handles the processing of absences and enables your organization to automate the processes for planning and compensating paid time off. It combines employee and manager capabilities and tracks all absences in a single application.
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Absence Management contains built in
integration to Payroll through Time & Labor.
Manager Self Service (MSS)
•Navigate to the Timesheet or Absence Request page (in MSS). Find the employee.
•Add the absence event (start date, end date, absence type).
•IF NECESSARY:
•Calculate and enter comments.
•IF NECESSARY:
Forecast. Review balances.
•Submit.
•AM Administrator or Manager approves.
FOR ALL DISTRICTS:
Manager Self-Service is the module that you (Timekeepers and Absence Administrators) will use to enter time and absence requests on behalf of employees who report to them.
You can use either the Timesheet or Absence Request pages to complete this process.
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Terminology
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Absence Balance or Entitlement Balance: The amount of unused entitlement.
Absence Entitlement (Accruals): The amount of paid time-off that an employee is entitled to take for each category of absence.
Absence Event: The period of time that an employee is absent for the same reason.
Absence Take: Represents the number of hours an employee takes in association with a particular absence type.
Calendar ID: Includes absence period and frequency. Used by the Absence Identification process in determining the payees to process.
Current Period: The current open absence period that has not been finalized.
Forecasting: This feature will be used to determine whether or not an employee has or will have enough entitlement to cover an absence.
Partial Days: An absence that takes part of a day, for example an employee takes 1/2 day vacation.
Absence Request Types
YES
Absences Requiring Balances
•Catastrophic
•Personal Business
•Personal Necessity
•Recognition
•Sabbatical
•Sick
•Sick Half Pay
•Vacation
•Worker’s Comp*
NO
Absences Not Requiring Balances
•Bereavement
•Jury Duty/Judicial
•Leave Without Pay
*NOTE: Currently, there is no rule by which to accrue Worker’s Comp set up for most districts. This means that it will be up to the district’s HR or Absence Administrator to determine when and how much Worker’s Comp balance a person is entitled to and then adjust that person’s balance accordingly. Once the Worker’s Comp balance adjustment is processed, then the absence can be forecasted and submitted.
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Pay Groups
Pay Group
M P
E
http://crc.sdcoe.net
PLEASE FIND YOUR LOGIN SLIP.
Let’s log into the Training database.
Click Links.
CLICK SDHR
Handling Partial Days
PeopleSoft allows you to enter absences requests in partial days.
How is this done?
Full days off, no partials
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Consecutive half days
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Partial day at end of leave
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Partial day at beginning of leave
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Partial day at beginning and end of leave
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Payroll Processing Schedule
The processing schedules for Absence Management and Time & Labor are controlled by the monthly PeopleSoft Payroll Calendar. The main calendar events are:
▪ Pay Period Start
▪ 1st Off-Cycle
▪ 2nd Off-Cycle
▪ Load Exception Hourly Schedules
▪ 1st Calc / Absence Entry Cutoff
▪ 2nd Calc
▪ Final Time Entry / Paysheet Adjustment Cutoff / Confirm Payroll
▪ Payroll Run
▪ Pay Period End.
NOTE: The actual date for each Payroll Calendar event varies month to month.
When to Enter and Approve Absences
SALARY EMPLOYEES: Enter / Update / Approve Absence Time for On-Cycle
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EXCEPTON HOURLY EMPLOYEES: Enter / Update Absence Time for On-Cycle
Exception Hourly Absence Time Note: If there is already time on the Timesheet for the same day as the Absence Event, or you are entering a partial day Absence Event, do NOT enter the Absence until after the last Off-Cycle is finished.
(1) Absences are not processed in the Off-Cycle.
(2) All time entries and absences for Exception Hourly employees are automatically approved when entered.
Healthy Workplaces, Healthy Family Act of 2014 (AB 1522)
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Tracking and Accruals:
▪ AB 1522 employees, including temporary, part-time and substitute teachers, need to be enrolled in Absence Management and assigned to either the Temp or Sub Absence Management Pay Group.
▪ AB 1522 employees must be employed for 90 days before they can begin to accrue sick leave.
▪ PeopleSoft will track the number of days required to meet the one-time 90 day requirement.
▪ AB 1522 employees accrue 1 hour of sick leave for every 30 hours worked. The hours worked are counted from Payable Time. Certificated substitute teacher hours are linked to hours
recorded with C Days.
▪ Each fiscal year AB 1522 employees are required to work 30 days (work days) before they are eligible to use an absence. PeopleSoft will track the 30 work days required prior to being eligible to use an absence.
▪ AB 1522 employees can accrue up to 24 hours each fiscal year, and accruals can carry over to another fiscal year, but may not exceed 48 hours.
▪ The District Balances query (M_AM_DISTRICT_BALANCES) provides you with a list of all employees who have absence balances, including those belonging to the AB 1522 pay groups (Temp and Sub).
PeopleSoft has been configured to support districts to be in compliance with the Healthy Workplaces, Healthy Family Act of 2014 (AB 1522) by accruing sick leave.
HCM Sandbox
Click Links.
The PeopleSoft HCM Sandbox is an environment you can access from work (on the SDCOE network) to practice the activities from training.
It is not accessible from home or other locations. Log in using your User ID (6-digit employee id
number) and the Password of
"12345" (without the quotes).
Questions about Sandbox should be directed to MITI.
Q & A
Before we go to the course evaluation, what kinds of questions can we answer?
COURSE EVALUATION
Please go to the Links page on the CRC website.
Scroll all the way to the bottom and click on BB-8.
AM1: Absence Management Entry, Section 01
Thanks for attending the Absence Management Training Session !
