FAQ - Absence Reporting

What is Absence Reporting?
Absence Reporting is a system through which time off is recorded and employees may view balances available to them. Absence Reporting is accessible when employees or administrators log into PeopleSoft. Note: Absence Reporting is separate from the timesheet.

What is the process for requesting Absence Reporting Administrator access?
For the departments that migrated from Banner to PeopleSoft, all Timekeepers who requested PeopleSoft access as of October 3, 2016 have been assigned the role of Absence Reporting Administrator. If there are any changes to your current assignments, or you would like to request new Absence Reporting Administrator access, please complete the form available at http://uhr.rutgers.edu/sites/default/files/form_applications/Form_ARS_2014.pdf, and follow the directions at the top of the form to submit it to University Human Resources.

Should my absences be recorded on my timesheet (i.e. Paid Time Off, Sick Time, etc.)?
No, all absence types should be recorded in Absence Reporting, not on the timesheet.

How do I get my absences approved?
Employees should get their absences approved by the supervisors directly. Approvals will continue to be managed outside of the system, not in Absence Reporting. Absence Reporting is used for recording purposes only.

Where and when should I be entering Sick Time?
The Absence Reporting Administrator must report Sick Time within the two-week pay cycle, as sick time impacts overtime pay.* Reported Sick Time will automatically flow from Absence Reporting to the timesheet. Sick Time should not be added/edited on the timesheet.

How does Absence Reporting work with my timesheet?
Sick Time is the only absence type which will be integrated with the Time and Labor system, because it has an impact on overtime calculation.* All other absence types will not be visible on the timesheet.

As an Absence Reporting Administrator, by when do I need to submit absences?
All absences should be recorded in Absence Reporting as soon as they are approved. This will ensure the employee can view their latest balances. Sick Time must be reported within the two-week pay cycle, as Sick Time impacts overtime pay.*

What units should I be using to record absences within Absence Reporting?
Absences are measured in days in Absence Reporting. If less than a full day is taken, the Absence Reporting Administrator should use the percentage of the day. This calculation depends on how many hours a full-time employee works in a Standard Work Day. A conversion chart has been included below.

Absence Reporting

 

When will an employee see the updates to their absence balances?
Balances are viewable to both employees and Absence Reporting Administrators in near-real time throughout the year. This is why it is important that the Absence Reporting Administrator records absences in a timely manner. Additionally, absence balances will include any future time off that has been entered.

What do I do if an employee has taken time off, which is not covered by their balance in Absence Reporting?
If an employee has taken time off, but their balance within Absence Reporting is insufficient, there is a two-step process to make adjustments that includes both Absence Reporting and the Timesheet.

  1. The Absence Reporting Administrator must mark the record as Leave Without Salary (LW).
  2. Additionally, the Timekeeper must mark this time on the timesheet, using an Unpaid (UNPD) Time Reporting Code, which is available for all Salary employees (Exempt and Non-Exempt). This will dock pay appropriately.

Please note, entering a Leave Without Salary (LW) will not automatically dock the employee’s pay. Both steps must be followed to accurately record this time within Absence Reporting and the Payroll system.
 

*The asterisk (*) in the above Q&As apply only to units migrating from Banner to PeopleSoft.

 

What are the Absence Reporting codes and descriptions of absence types in PeopleSoft?

Code

Absence Type

Description

I

Absence Due to Injury

Absence due to injury on the Job. When an employee is injured in the course of his/her employment and is kept out of work by a University-authorized physician, the University, in order to minimize the financial loss to the employee, will supplement the statutory benefits by continuing to pay the employee’s full salary for a period of up to 13 weeks.

W

Absence Due to Injury (SB)

Workman’s Compensation – Statutory Benefits. If, at the end of the thirteen-week period that an employee is on “I-time,” the University-authorized physician determines an employee is still unable to return to work, the employee will be paid Workers Compensation Temporary Total Disability (TTD) Benefits by the University’s Claims Administrator, at a rate of 70% of the gross weekly wage up to the State maximum, calculated on salary earned on the date of the injury. I-time and Worker’s Comp claims are administered by the Department of Risk Management and Insurance.

AL

Administrative Leave

Administrative Leave is used by employees for personal business.  Maximum of 3 days, must be used by the end of the fiscal year, or forfeited.

B

Bereavement Leave

An employee who is absent from work due to death in the immediate family may charge a limited period of absence from work to bereavement leave. The allowable amount of time without loss of pay is based on employee classification and family relationship.*

CL

Compassionate Leave

The Compassionate Leave Program is a donated-leave bank benefit for qualifying Administrative (members of URA-AFT); Managerial, Professional, Supervisory, and Confidential (MPSC); and employees who are members of AFSCME Local #888 or HPAE Local#5094 who are experiencing medical hardship, either personally or in their immediate families.

C

Compensatory Time

Compensatory Time (Comp Time) is available to Salaried, Non-Exempt employees who are eligible for Overtime, and is awarded in lieu of overtime paid. Compensatory Time is accrued at time and a half, and all earned compensatory time must be exhausted by the 1st pay period in June of each year. Compensatory time not used by the first pay period in June must be converted to overtime and paid out by the end of the fiscal year.

H

Holiday

Rutgers observes eight (8) designated university holidays each year, as well as an additional four days which are typically during the end of the winter holiday season.  For more information, please visit http://uhr.rutgers.edu/university-holidays.

J

Jury Duty

Employees who are required to serve on jury duty are granted time off with full pay.

LW

Leave without Salary

Leave without Salary designates unpaid time from the university which isn’t already covered through FMLA or NJFLA.

ML

Mandatory Leave

Mandatory Leave is available to employees migrating from Banner to PeopleSoft, and is typically used for the four designated days used during the end of the winter holiday season.

O

Other

Other may be used to track any other time in the system that does not correspond with one of the other designated absence types. Administrators will be able to type in comments in Absence Reporting, but “Other” does not deduct from absence balances.

PB

Paid Leave Bank

A one-time credit of four days for Managerial, Professional, Supervisory or Confidential (MPSC) employees who were on the Rutgers payroll on or before July 1, 2010.  Paid Leave Bank was offered to align non-aligned paid time off with the terms and conditions negotiated with Rutgers staff unions in 2010.

PH

Personal Holiday

Personal Holiday is used by employees for personal religious or secular holiday observance. Maximum of 2 days, must be used by the end of the fiscal year, or forfeited.

S

Sick

Sick time is a necessary period of absence because of illness that requires you to be absent from work. Sick time is cumulative, but employees may only be paid out a maximum of $15,000 in unused sick time at the time of retirement. There is no cash payment for unused sick time except upon retirement

SL

Sick Leave (Family Member)

Sick Leave is a period of time during which an employee is unable to work as a result of providing emergency attendance to an immediate family member who is seriously ill. Sick Leave deducts from the employee’s sick time balance.

V

Vacation

Paid Vacation Time must be scheduled and approved by the employee’s supervisor.  Employees may carry forward one year and one month of vacation accrual from fiscal year to fiscal year.

*Bereavement is a negotiated benefit, and is not available to employees who migrated from Banner to PeopleSoft, with the exception of employees represented by CWA 1040.  For employees migrating from Banner to PeopleSoft, they will track time out of the office related to the death of a family member as Sick Time.

What are the Absence Reporting codes and descriptions for Family and Medical Leave Act (FMLA) leave types?

Code

Absence Type

Description

FM

FMLA – Medical without Salary

Leave for an employee’s own serious health condition, including pregnancy and recovery.

MF

FMLA – Military Family Member without Salary

Leave to care for a military family member with a serious illness or injury; or to address matters arising out of a military family member’s deployment to a foreign country.

FB

FMLA/NJFLA – Bonding without Salary

Leave to care for and bond with a child after birth, adoption or placement in foster care.

FF

FMLA/NJFLA – Family Member without Salary

Leave to care for a family member with a serious health condition.

NB

NJFLA – Bonding without Salary

Leave to care for and bond with a child after birth, adoption or placement in foster care. Use this code in lieu of code FB if the employee has already exhausted his/her FMLA entitlement (e.g., has taken 12 weeks of leave for his/her own serious health condition within a 12 month period), and is now taking leave under the NJFLA to care for and bond with a child.

NF

NJFLA – Family Member without Salary

Leave to care for a family member with a serious health condition.  Use this code in lieu of code FF if the employee has already exhausted his/her FMLA entitlement (e.g., has taken 12 weeks of leave for his/her own serious health condition within a 12 month period), and is now taking leave under the NJFLA to care for a family member.