Absence Management Custom Reports - 18g

Purpose:  Use this document as a reference for how to run the custom Absence Management (custom) reports in ctcLink.

Audience:  Absence Administrators, Payroll Administrators

Absentee Time Costs Custom Reports

Navigation:  Main Menu > Clobal Payroll & Absence Mgmt > CTC Custom > CTC Reports > Absentee Time Costs

  1. Navigate to the page and press Search if a Run Control is already created, otherwise use Add a New Value to create a Run Control
    • Run Controls only need to be created once per user
  2. Five reports are able to be run from one screen, as defined by CEMLI R-222:
    • Accrued Leave Liability By Employee (resemble PS2160 in Legacy)
    • Accrued Leave Liability By Fund, Class ( resemble PS20160B in Legacy)
    • Leave Accounting And Leave Audit Summary
    • Compensable Sick Leave Eligible For Leave Buyout
    • Compensable Sick Leave Eligible For Leave Buyout By Fund, Class, Deptid
  1. Company and Fiscal or Calendar Year is required to run the reports, but only company.  The other fields (Pay Group and Plan Type) are not required but may allow the report to process faster if parameters are chosen.
  2. For each report desired a separate run must be requested in the system.  Click the radio button of the Report Title desired, enter the needed parameters to the right.
  3. Click Run.
  4. Click OK.
  5. Click the Process Monitor link at the top of the page and then wait for the process to show Success/Posted.
  6. Click the Go Back to Absentee Time Costs link at the bottom of the Process Monitor page.
  7. Click the Report Manager link at the top of the reports page.
  8. In the List tab, click on the appropriate report name that contains xlsx at the end.
  9. Once inside the report run results, click the file with xlsx at the end and it will give you the option to open or download depending on your internet browser settings.
List tab
Accrued Leave Liability By Employee
  1. Process Monitor Name: CTC_AUDIT_AE.
  2. Prompts allowed: Company, Employee Class, Plan Type, Pay End Date.
  3. This report can take a long time to run depending on parameters chosen on the report selection page.
  4. Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
  5. This should be run after the fiscal year (after the June ENT).
Report, distribution details and file list page
Accrued Leave Liability By Fund. Class
  1. Process Monitor Name: CTC_AUDIT_AE.
  2. Prompts allowed: Company, Plan Type, Pay End Date.
  3. Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
  4. This should be run after the fiscal year (after the June ENT).
File List section
Leave Accounting and Leave Audit Summary
  1. Process Monitor Name: CTC_AUDIT_AE
  2. Prompts allowed: Company, Cal year.
  3. Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
  4. Should be run monthly to reference balances.
File List section
Compensable Sick Leave Eligible For Leave Buyout
  1. Process Monitor Name: CTC_AUDIT_AE
  2. Prompts allowed: Company, Cal Year
    • System will use sysdate if you do not enter anything so choosing a Pay End Date is strongly recommended
  3. Only employees with HR Active jobs in Job Data will be eligible to show up on this report
  4. Should be run prior to the 1st February paycheck
  5. Core fields on this report are:
    • TIME AVAIL: This is TIME ACCRUED  TIME TAKEN
    • TIME PAYABLE: This is TIME AVAIL * 25%
    • RATE: This is the hourly rate (HOURLY_RT from Job Data)
    • LEAVE BUYOUT AMOUNT: This will be RATE * TIME PAYABLE
File List section
Compensable Sick Leave Eligible For Buyout By Fund. Class. DeptID
  1. Process Monitor Name: CTC_AUDIT_AE
  2. Prompts allowed: Company, Employee Class, Cal year.
    • System will use sysdate if no date is chosen so Pay End Date is strongly recommended
  3. Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
  4. Should be run prior to the 1st February paycheck.
  5. Uses similar information to previous Leave Buyout report, but provides separate line items for multiple fund/class/dept id for one employee.
File List section
Absentee Time Ordered Reports

Navigation:  Main Menu > Clobal Payroll & Absence Mgmt > CTC Custom > CTC Reports > Absentee Time Ordered Reports

  1. Navigate to the page and press Search if a Run Control is already created, otherwise use Add a New Value to create a Run Control
    • Run Controls only need to be created once per user
  2. Three reports are able to be run from one screen as defined by CEMLI R-012:
    • Leave Balance Report
    • Separated Employees with Leave Balances
    • Employees with Leave Balances but no leave accrual plans
Process Request Parameter section
  1. Company is required to run the reports, but only company.  The other field, Pay End Date, is not required but can usually improve processing time if specified.
  2. For each report desired a separate run must be requested in the system.  Click the radio button next to the report name, and enter the needed parameters below.
  3. Click Run.
  4. Click OK.
  5. Click the Process Monitor link at the top of the page and then wait for the process to show Success/Posted.
  6. Click the Go Back to Absence Time Order link at the bottom of the Process Monitor page.
  7. Click the Report Manager link at the top of the reports page.
  8. In the List tab, click on the name of the report (CTC_LEAVE_AE) that corresponds to your process instance.
  9. Once inside the report, click the file with xlsx or csv at the end and it will give you the option to open or download depending on your internet browser settings.
List tab
Leave Balance Report
  1. Process Monitor Name: CTC_LEAVE_AE
  2. Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
  3. Currently, this report is not performing consistently.  The admin may need to cancel runs if they surpass an hour, or even upon success the report might not pull all active employees.
  4. Send in a service ticket to ERP if the report performs erratically.
File List section
Separated Employees with Leave Balances
  1. Process Monitor Name: CTC_LEAVE_AE
  2. Only employees with an Employment Status of ‘T’ will be eligible to show up on this report (i.e. only terminated employees).
  3. Data is delivered in this report as a CSV, and it can take some time to run.
  4. For the most part, nothing can be done about these balances other than monitor them at this time.  These balances can be prevented from occurring by making sure to zero out balances on a terminated employee prior to their termination date and movement to Absence System of Other on Job Data.
File List section
Employees with Leave Balance but no leave accrual plans
  1. Process Monitor Name: CTC_LEAVE_AE
  2. Only employees who satisfy all the following conditions will show up on this report: HR Active jobs in Job Data, who have positive balances of VAC or CSL, and are not currently enrolled in Absence Management.
  3. Data is delivered in the report as a CSV, and can take some time to run.
  4. These employees represent loose data and should be handled if possible at the college level by an administrator.
File List section
Absence Balance Report

Navigation:  Main Menu > Global Payroll & Absence Mgmt > CTC Custom > CTC Reports > Absence Balance Report

  1. Navigate to the page and select Search if a Run Control ID is already created, otherwise use Add a New Value to create a Run Control ID.  (Run Controls only need to be created once per user).
  2. Company, Starting Year, Period and Ending Year fields are required to run the reports.
  3. Select Run and OK.
  4. Select the Process Monitor link at the top of the page and then wait for the process (CTC_AMBAL_AE) to show Success/Posted.
  5. Select the Go Back to Absence Balance Report link at the bottom of the Process Monitor page.
  6. Select the Report Manager link at the top of the reports page.
Process Request Parameters
  1. In the List tab, select the file with xlsx extension (at the end) and it will give you the option to open or download depending on your internet browser settings.