Absence Managment

Absence Management:
End-to-End Business Process Review

April 2008
Office of Human Resources

Making a Positive Difference Every Day Quality, Service, Education
Absence Management
Introduction
Review the business process surrounding Absence Management
System has been live for 9 months, maturing product and process, things are evolving
Part of ongoing exchange with campus constituents to refine best practices Beginning of ongoing training and support activities which will include:
Targeted function presentations Hands-on practice labs Online reference materials

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Objectives
To understand the big picture and impact to users

To review and become familiar with the entire Absence Management process To understand the various roles and functionalities within the process
Absence Management
Agenda
Absence Management Processing Components

Background Roles & Timelines Process Flow Pay Groups Schedules Absence Requests/Entries
Absence Status Approval Balances Absence Reports Alternate Schedules Excess Plus/Minus
Portal links Self Reporting Timekeeping Partial Days

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Absence Management
Background
Absence Management is the SOLAR HR module that tracks all absence-related activities and maintains the corresponding balances.
Absence Management
Background
Past
All Time and Labor and Leave Accounting activities were entered in one combined module
Present

Oracle/PeopleSoft created Absence Management Per Chancellors directive, all campuses implementing Absence Management within next year
Future

Northridge campus focus group engaged to provide feedback and guide future improvements Within the next year there will be a new reality Time and Labor and Absence Management will be merged to one reporting screen New training and materials are evolving with your input
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Absence Management
Background
Absence Management vs. Time and Labor
Absence Management
Time and Labor
EARNED and TAKEN Vacation, Sick, etc. Compensatory Time Other time away from the office (not accrued) Jury Duty Military leave Maternity/Paternity Docked time etc.
Regular payable time (hourly intermittent, Student employees) Overtime Shift differential
Absence Management


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Absence Management
Roles
Self Reporter
Reports time on their own behalf through Absence Management
Approver

Approves online requests/entries made by Self Reporters Monitors department activity through use of reports
Timekeeper

Reports time on behalf of authorized departments from approved Absence Request forms Uses Absence Reports on a regular basis to

Ensure accuracy of reported absences Perform audits Works with Payroll to resolve absence-related issues
Absence Management
Roles
Terminology
Human Resources/Employee synonymous with Self Service Human Resources/Manager synonymous with Manager Self Service
Self Service refers to the actions or views an individual employee can access on their own behalf Manager Self Service refers to the actions or views a Timekeeper/Approver can take on behalf of another employee
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Absence Management
Timelines
University Payroll Calendar found online at:

http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc
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Absence Management
Timelines
The University Payroll Calendar includes Absence Management timelines with use of symbols:
Monthly Time Entry Deadline falls on or about the 3rd of the month following the pay period.
# Monthly Approval Deadline falls on or about the 5th of the month following the pay period. Monthly Posting of Leave Accruals falls on or about the 8th of the month following the pay period.

Balances for the various categories of paid time off are updated and posted online for the PREVIOUS pay period. Balances are accessed through Absence Balance and Department Absence Balance pages.
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Absence Management
Timelines

Absences can be entered and/or approved for future periods Balances will not be reduced until the appropriate pay period Waiting until deadlines to enter or approve creates higher demand on system resources, which in turn sometimes slows down the application Last minute activities sometimes result in rushed entries and increased errors
Hint: weekly activity minimizes system performance issues around deadlines, helps to increase accuracy & efficiency
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Absence Management


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Absence Management
Process Flow
Process Overview does NOT include all absence-related activities (e.g. leaves of absence, terminations, etc.)
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Absence Management
Process Flow
Quick Flow Self Reporter
Absence-eligible Employee Hired/changed
Pay Group assigned
Employee enters absence
Absence Management updates balances
Approver actions
Absence reports capture activity
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Absence Management
Process Flow
Quick Flow Timekeeper
Absence-eligible Employee Hired/changed
Pay Group assigned
Employee submits approved Absence Report
Absence Management updates balances
Timekeeper enters
Absence reports capture activity
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Absence Management


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Absence Management
Pay Groups
Function: drives accruals, absence types
Eligible employees are assigned to a group during the hire process Groups reflect the variety of employment conditions
Salaried, non-salaried Exempt, non-exempt Bargaining, non-bargaining
Multiple jobs could mean multiple pay groups
Employee accrues per job Total bucket can accrue no more than 100%
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Absence Management
Pay Groups
A Pay Group is the key that filters the appropriate absence types to be seen by individuals in the Absence Request page
This individual is non-exempt
This individual is exempt
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Absence Management
Pay Groups
Employment groups ineligible for absences (no Pay Group assigned because no leave is accrued)
1800-Casual Workers 7171-Notetakers Rehired Annuitants (all)
Student Assistants (all) Non-Employees (0051) Immediate Pays (excluding

Summer Faculty)
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Absence Management


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Absence Management
Schedules
Employees are automatically associated with the default standard schedule, Monday through Friday, 8 hours per day Schedules can be viewed by Timekeepers and Approvers through the portal link Assign Work Schedules
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Absence Management
Schedules
Assign Work Schedule displays schedule information
Effective date Description
Employee Name
000000000
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Absence Management


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Absence Management
Absence Requests
In system terms, an Absence Request is:
An entry for a future planned absence, OR An entry after the absence is taken within the current pay period
Request Absence is the entry page used to request or report time taken by both Self Reporters or Timekeepers
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Absence Management

Background Roles & Timelines Process flow Pay Groups Schedules Absence Requests/Entries

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Absence Management
Absence Requests Portal links
Portal links are available to add to your myNorthridge homepage for direct access to a variety of pages in the SOLAR HR application
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Absence Management
To personalize your page, on the myNorthridge homepage or Staff tab, click on Personalize
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Absence Management
Click in the boxes next to Human Resources/Manager and Human Resources/Employee Remember to click Save
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Absence Management
Pagelets will now appear on your myNorthridge homepage (default at the bottom unless you have arranged the pagelets), reflecting links appropriate to your access
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Absence Management
myNorthridge Home link or Staff tab link allows a return to the portal home page without having to exit and sign back in for each change of activity
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Absence Management


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Absence Management
Absence Requests Self Reporting
Choose the link for desired action
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Absence Management
Required information indicated by asterisks includes:

Start Date Absence Name
Employee Name
Optional
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Absence Management
View Monthly Schedule displays a calendar view reflecting work schedule, planned absences and holidays for a particular month (not pay period).
Employee Name
000000000
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Absence Management
Absence Name will open other fields and display information as appropriate
Example: opening vacation or other types that have a balance, the corresponding balance will display (as of the last accrual processing)
Full days of use require the Partial Days indicator be left at None (exceptions to be discussed later in presentation)
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Absence Management
End Date or Duration Enter an End Date (same date for one day) OR Enter Duration Click Calculate End Date or Duration and the field not entered will populate, based on schedule
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Absence Management
Entering durations of hours that are not whole days based on the individuals schedule will result in a warning message:
Absences that include partial days (non-exempt employees only) should be reported separately from the full days.
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Absence Management
The activity for partial versus full days would look like this:
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Absence Management
A Self-reporter can enter comments that the Approver will see to specify additional detail about the absence
20th high school reunion
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Absence Management
Save for Later or Submit
Save for Later can not be seen by Approver in the approval page Submit puts the absence in queue to be approved; it can still be changed by visiting the Request History page and clicking on edit button
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Absence Management
New cancellation feature, available as of 4/3/2008
SUBMITTED, PUSH BACK or DENIED status

Self Reporter can cancel the entry and submit a new request for the same or another date A Timekeeper cannot take action on behalf of the Self-Reporter for this entry
APPROVED status

An Approver can cancel the entry, and the Self Reporter OR Timekeeper can re-enter same or another date a Timekeeper CAN cancel the entry, but the date can only be re-used for a different absence type
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Absence Management


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Absence Management
Absence Requests Timekeeping
Differences between Timekeeping and Self-Reporting:
Selection of employee from group Automatic approval Access to Absence Reports (also known as Multi-Reports)
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Absence Management
Select Group ID Select employee
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Absence Management
Timekeepers enter in the same Request Absence page as Self-Reporters Clicking results in approved entry
Employee Name
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Absence Management


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Absence Management
Absence Requests Partial Days
In general

The Partial Days field is used to report time that is less than an employees normal workday for non-exempt employees Exempt employees are not to report partial day usage
There are EXCEPTIONS to this rule, with regard to special absence types
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Absence Management
Special absence types requiring use of the Partial Days indicator are:

Alternate Day Off Earned (ADO), expiring and nonexpiring Compensatory Time Off (CTO) Earned, Premium and Straight Rate Holiday Compensatory Time Off Earned Holiday Credit Earned Dock TAKE
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Absence Management
For these special absence types, use of the Partial Days indicator as All Days is required even when reporting full days:
ADO Expiring Earn ADO Non Expiry Earnings CTO Premium Earn CTO Straight Earn Holiday CTO Earn Holiday Credit Earn Dock Take
All entries for HOURLY employees require the use of the Partial Days indicator to be set at All Days.
(Definition and rules of usage for all absence types included in the Absence Management User Guide)
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Absence Management
Options to use are None and All Days
None is defaulted and left as is when time reported is for full days of regular absence type categories All Days is chosen when time reported is for partial days OR the special absence types
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Absence Management
All Days Hours:
Example entry: sick leave being expended for a part-time employee with no schedule
Range of dates
All Days literally counts ALL days; what will happen is the system will count that number of hours times however many days reflected in the reported range, including weekends
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Absence Management

Example: CTO EARN entry (earned on a non-workday) The Duration field should be left blank. The Duration field will remain blank even after clicking the Calculate end Date or Duration button.
Saturday
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Absence Management

Example: CTO EARN entry (beginning and ending on non-workdays) If the Duration field is entered, the system will populate the End Date with the employees next scheduled workday upon clicking the Calculate End Date or Duration or upon submitting the absence.
Saturday
Monday
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Absence Management

Example: CTO EARN entry (on a workday) The Duration field automatically populates after clicking the Calculate End Date or Duration button. Monday
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Absence Management


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Absence Management
Absence Status
The status of an absence request can be reviewed on the Absence Request History page
Portal pagelet link: View My Absence Request Hist
Employee Name
Note Vacation take 4/25 4/28, 16 hours calculated reflecting charges for Friday and Monday according to employees schedule
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Absence Management
Absence Status
Absence Status types include:
Saved Submitted Approved Push Back Denied Cancelled
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Absence Management
Absence Status
An absence in a changeable status is indicated by a yellow Edit button
Employee Name
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Absence Management
Absence Status
New cancellation feature, available as of 4/3/2008
Self Reporter entered absences Self Reporter can cancel BEFORE approved Approver should cancel AFTER approved Timekeeper entered absences Timekeeper can cancel the entry and submit a new absence for the same or another date
Cancellation Feature Summary Chart available in the Absence Management User Guide
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Absence Management
Absence Status
Absences with a yellow Edit button are able to be changed or cancelled depending on scenario
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Absence Management


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Absence Management
Approvals
Click on portal link in Human Resources/Manager pagelet
Approver page displays, showing all requests awaiting approval
Approver Name
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Absence Management
Approvals
Three ways to approve

To approve ALL employees in list, review summary data on page and use Select All button To approve only SPECIFIC employees, click on the box to the left of the employees names and click Approve Selected Drill down to detail display for each individual employee by clicking on employee name and choose action on the detail screen
Name, Employee
000000000
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Absence Management
Approvals

Clicking on an employees name will display the Request Details page Approver action can Employee Name be taken on this page
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Absence Management


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Absence Management
Balances

Absence types that accrue have ongoing balances These balances can be viewed from the link in the portal pagelet.
View My Absence Balances reflects activity as of July 2007 View My Absence Balance Hist reflects activity PRIOR to July 2007
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Absence Management
Balances
Balances are shown on three different tabs
Absence Balances for Vacation, Sick, Personal Holiday Compensatory Time State Service
000000000
Employee Name
Employee Name
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Absence Management
Balances
The i in the blue circle indicates a link to additional usage information
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Absence Management
Balances
On the details page, current month activities can be viewed in the section labeled Absence Activity Since Last Processed Date (last daily processing or payroll adjustment)
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Absence Management
Balances
Timekeepers and Approvers have access to employee leave balances within their department groups The search screen allows access to whole departments by department ID, or by individual employee by Employee ID number
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Absence Management


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Absence Management
Absence Reports
Absence Reports are available to all Timekeepers and Approvers to review and audit absence data for their departments. Access is available through the Manager portal pagelet
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Absence Management
Absence Reports
Reports are available by criteria selection
A specific report is chosen from the blue underlined report options below the search screen:
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Absence Management
Absence Reports Reported Absences
Two tabs include Employee information, and Absence information. Clicking on this symbol will expand the display to show contents of both tabs.
00000000 00000000 00000000
Last Name, First Last Name, First Last Name, First
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Absence Management
Absence Reports Reported Absences
Use of the partial days indicator should be matched with partial hours
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Absence Management
Absence Reports Negative Balance

The Negative Balance report helps identify employees who may have reported against insufficient leave balances Absence Management allows negative balances, even through campus policy is not to allow borrowing against future accruals
00000000
Employee Name
RECOMMENDED: Run the Negative Balance report WEEKLY during the
course of the pay period to help capture any reported absences for which there is not enough leave balance to cover the activity
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Absence Management
Absence Reports
Other reports are available to help monitor and keep track of department activity
Report outputs can be downloaded to Excel by clicking on the grid/red arrow icon on the top banner Remember to turn off pop-up blocker, or hold down the control key to allow the new window to open
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Absence Management


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Absence Management
Alternate Schedules
Absence Management has a schedule maintenance feature

Updating capability is not yet available to the campus, but the ability to view schedules is available through the Assign Work Schedules link in the portal
Alternate schedules must be reported via the Action Request form for HR update
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Absence Management
Alternate Schedules
Action Request Form (available on the web at: http://wwwadmn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot)

In the section marked Miscellaneous, check Change in Work Schedule and enter the effective date Be sure to include details of the schedule, such as which days of the week and how many hours on each day to include
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Absence Management
Alternate Schedules
The schedule can be viewed through the Assign Schedules portal link
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Absence Management


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Absence Management
Excess Plus/Minus
Alternate schedules sometimes produce a different number of working hours per month than the standard schedule (plus or minus) and must be tracked for nonexempt employees Example: February 2008 Regular schedule = 176 hrs 4/10 M-Th = 170 hrs Deficit of 6 hours for this pay period
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Absence Management
Excess Plus/Minus
Absence Management calculates number of hours over and under the standard schedule and keeps track
Absence Reports available to all Timekeepers and Approvers
Excess Plus/Minus Positive
Hours that will need to be paid out monthly
Excess Plus/Minus Negative
Hours that will carry forward until plus hours earned or calendar year-end reconciliation
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Absence Management
Questions?
The Absence Management User Guide and a copy of this presentation will be available online at http://www-csun.edu/ohrs/solar
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Absence Managment

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Absence Management:

End-to-End Business Process Review

Office of Human Resources

Review the business process surrounding Absence Management

Targeted function presentations Hands-on practice labs Online reference materials

To understand the big picture and impact to users

Portal links Self Reporting Timekeeping Partial Days

Time and Labor

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Reports time on their own behalf through Absence Management

University Payroll Calendar found online at:

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Pay Group assigned

Employee enters absence

Absence Management updates balances

Absence reports capture activity

Pay Group assigned

Employee submits approved Absence Report

Absence Management updates balances

Absence reports capture activity

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Salaried, non-salaried Exempt, non-exempt Bargaining, non-bargaining

Multiple jobs could mean multiple pay groups

This individual is non-exempt

This individual is exempt

1800-Casual Workers 7171-Notetakers Rehired Annuitants (all)

Student Assistants (all) Non-Employees (0051) Immediate Pays (excluding

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Assign Work Schedule displays schedule information

Effective date Description

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

In system terms, an Absence Request is:

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Absence Requests Portal links

Absence Requests Portal links

Absence Requests Portal links

Absence Requests Portal links

Absence Requests Portal links

Absence Management Processing Components

Portal links Self Reporting Timekeeping Partial Days

Absence Requests Self Reporting

Choose the link for desired action

Absence Requests Self Reporting

Required information indicated by asterisks includes:

Start Date Absence Name

Absence Requests Self Reporting

Absence Requests Self Reporting

Absence Requests Self Reporting

Absence Requests Self Reporting

Absence Requests Self Reporting

Absence Requests Self Reporting

20th high school reunion

Absence Requests Self Reporting

Save for Later or Submit

Absence Requests Self Reporting

New cancellation feature, available as of 4/3/2008

SUBMITTED, PUSH BACK or DENIED status

Absence Management Processing Components