PeopleSoft Absence Management Employee Self Service Training Guide

A Training Guide for Minacs Fusion PeopleSoft Implementation

Purpose
Absence Management Transactions 1. Apply Leave 2. View leave History

Purpose: To demonstrate
transactions Employee can do in Absence Management.

Target Audience: All

Employees

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What is my login information?

1. Your user ID is the same as your network account ID in all UPPER CASE. example: JAKE.SULLY 2. Your initial password is in the following format: !<all uppercase first 4 characters for network ID><date of birth in mmddyyyy> 3. Example: !JAKE01131968 (Don t forget the exclamation point at the beginning). 4. You will be asked to reset your password after the initial login. 5. You will be asked to provide an eight character password with at least one number, one letter, and one special character. (@, %, ! etc.)

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Where do I find PeopleSoft Application?

Fusion HCM application has Core HR, Time sheet(Time & Labor),Absence, Benefits and Payroll modules. URL to access HCM application for Training and UAT, you need to use the URL address given below in your web browse -

https://fusion.hr.minacs.com

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Absence Management System

Absence Management enables organizations to automate the processes for planning and compensating paid time off for a multinational workforce. It combines employee and manager capabilities and tracks all absences in a single application. Absence Management contains built in integration to PeopleSoft Enterprise Global Payroll, either directly or through PeopleSoft Enterprise Time and Labor, and to third-party payroll solutions using PeopleSoft Enterprise Payroll Interface.

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Transaction #1 Absence Management Apply for Leave

Apply for Leave Employee can apply for any Leave through Absence Management as per their eligibility.

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Employee Self Service

Apply Leave

This is the Leave request page where employee applies for Leave.
Navigation Path

Self Service > Time Reporting > Absence Request

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Employee Self Service

Apply Leave

Explained in next slide

In this Self Service page user needs to enter following details:Start-Date-Select the first day of the absence event. The field option defaults to the current date. End-Date-Select the last day of the absence event. Absence Name Select the Leave Type from the drop down.
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Employee Self Service

Partial Days

Partial Days: - For absences of less than a full day. Types of Partial Days Leave: All Days :Example :- If the user has applied the leave from 10-Dec-2010 (Start Date) to 15th-Dec-2010 (End Date) and in the partial days user has selected the option ALL days it means user will be out for the same n.o of hours (Half days) during each days (from 10th-Dec to 15th-Dec). Total leave count 3 Days.
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Employee Self Service

Partial Days

 END Days Only:Example: - If the user has applied the leave from 10-Dec-2010 (Start Date) to 15th-Dec-2010 (End Date) and in the partial days user has selected the option END Days Only it means user will be on full day leave from 10th-Dec to 14th-Dec, but on 15th-Dec user will be on half day leave (Half days). Total leave count 5.5 Days.  Start Days Only:Example: - If the user has applied the leave from 10-Dec-2010 (Start Date) to 15th-Dec-2010 (End Date) and in the partial days user has selected the option Start Days only it means on 10th Dec user will be on half day leave & from 11th-Dec to 15th-Dec on full day leave. Total leave count 5.5 Days.  Start and End Days Only:Example: - If the user has applied the leave from 10-Dec-2010 (Start Date) to 15th-Dec-2010 (End Date) and in the partial days user has selected the option Start and End Days only it means on 10th Dec & 15th Dec user will be on half day leave & from 11th-Dec to 14th-Dec on full day leave. Total leave count 5 Days.

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Employee Self Service

Apply Leave

Once all the details for leave is entered by user following tasks needs to be done:Click on the Calculate Duration button

It will show the employee number of days he/she has applied leaves.

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Employee Self Service

Apply Leave

Requestor Comments :- In this box employee can enter comments that the approver will see to specify additional detail about the absence. (company 40 employee can not enter this) Save for Later :- This option allows the employee to save the absence event information for later review and editing, and does not generate workflow for the approvals process. Submit:- This option saves the information and generates the workflow approval process that routes the request to one or more managers whose roles are defined in workflow to enable them to approve or deny the leave request. Once submit is clicked User needs to click OK button as shown in the screenshot for Submission of leave request to his/her Supervisor successfully.
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Employee Self Service

Apply Leave

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Transaction #2 Absence Management View Absence Request History

View Absence Request History Employee can view the Status of the Leaves he has applied through Absence Management.

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Employee Self Service

View Absence Request History

The status of an absence request can be reviewed on the Absence Request History page Click Refresh button for viewing all leave request he/she has applied . Note:- Those leaves which are already submitted to supervisor cannot be edited or changed as the edit button is disabled for employee once he submits the leave request.  An absence in changeable status is indicated by a yellow edit button.
Navigation Path

Self Service > View Time > Absence Request History

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Employee Self Service

View Absence Request History

Saved: The absence request has been saved for later submittal Submitted: The absence request has been submitted for approval. Approved: The submitted absence request has been reviewed and approved. Push Back: The absence request has been reviewed and returned by the supervisor requesting modification. Denied: The absence request has been denied by the supervisor. Cancelled: The absence request has been cancelled by the employee or Admin.

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Employee Self Service

View Absence Request History

Click the above hyperlink for any leave types to view the absence request. Employee can see his/her leave request along with the status(Approved/pending) in this page.

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Employee Self Service

View Absence Balances

Absence balances can be viewed on the Absence Balance

page.

Navigation Path

Self Service > View Time > Absence Balances

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Frequently Asked Questions

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Q1:- Can I change my Leave / absence request if by mistake I have submitted or I want to do some modification in the absence request ? Ans :- After submission you can not change the leave type (edit button will be grayed out). Your Manager will need to push back your request, and you will need to edit the request and submit the request again.

Q2:- Can I apply multiple leave request for the same date ? Ans :- No , you can not apply multiple leave request for the same date . Ex :- If you have already applied the sick leave for 2nd Feb-2011 , then for the same date (2nd Feb-2011) you can not apply another leave. And if you try to apply the another leave request for the same date then system will throw a message The Start and End Dates of your absence are overlapping with existing absence. Please modify your Start and/or End Date.

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Q3:- Can I or my Supervisor change my Leave / absence request if the absence request has already been approved? Ans :- If the absence request has already been approved then you & your manager can not make any changes in the leave request. In that case discuss with your manager , intern manager will discuss with Admin people for change & cancellation. After leave approval only Admin people are authorized to cancel the absence request. Q4:- On my absence request history page duration is not coming , its showing Not Available . What could be the reason.
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Ans :- This kind of scenario arises whenever Leave Admin has to apply/approve leaves on behalf of employee/managers. If leave is applied/approved by respective supervisors then the scenario of duration no-show will not arise. And if the admin apply / approve leaves then in Requested by field it shows ADMIN . Q5:- Can I apply the absence request for Past & Future period ? Ans :- Yes, you can apply the absence request for Past & future period. As of now it will be hardcoded so you cannot apply leave before 1st-March.

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Q6:- On my behalf who else can apply the absence request ? Ans :- If you are not able to apply the absence request , then on your behalf Manager can apply the absence request . And in Manager absence only Admin people are authorized to apply & approve the absence request. Q7:- Can I approve others employee s absence request in my department while my manager is away.
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Ans :- No, In the absence of Manager only Admin people are authorized to apply & approve the absence request. Q8:- I received a notification that You do not have sufficient leave balance when creating an absence request, what does this mean ? Ans :- You will receive this notification only when there is not enough available leaves in your balance.

Q9:- May I take day Privilege leave and day Sick leave on the same day? Ans :- No. The system does not allow multiple absence requests for the same day.

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Q10:- The balance is different on the Leave balance Page and on the Leave Request Page. Why ? Ans :- On Leave Balance page you will view leaves balances as of previous end month. On Leave request page system will reflects the current balances (this include all the leaves you have taken & requested after previous month absence finalization) Q11:- The Leave Request is not approved, still the Leave balance on the Leave Request Page shows less Balance. Why ? Ans :- This is to make sure that employee & manager can not apply & approve more than leave balance. Q12:- I received a notification that PL cannot be availed during probation period. when creating an absence request, what does this mean ? Ans :- During Probation period you can not avail the Privilege leave. After your confirmation , you can avail the Privilege Leave. Q13:- When I am creating an absence request ( PL , Sick type etc), system throwing message that You have already availed this leave type . What does this mean ? Ans :- This message arises only when you have already availed / submitted this leave type for the current year.

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Q14:- If I doesn t have a leave balance , but still I want to take a leave. Ans :- If all the leaves are exhausted & you does not have a leave balance in your account , then discuss with your manager , manager will mark the LOP (Loss Of Pay). The status you can view on absence history page. Q15:- Will Saturday & Sunday be counted if a leave is falling on these days.. Ans :- Yes, Saturday & Sunday will also be counted on your leave days . Because in company 40 we have not define any work schedule & Holiday schedule . Hence system will not be able to find out if the holidays or week offs are falling between the leaves.

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