Run Absence Time Ordered Reports 18g

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

Audience:  Absence Administrators, Payroll Administrators

Absence Time Ordered Reports

Navigation:  Main Menu > Global Payroll & Absence Mgmt > CTC Custom > CTC Reports > Absence Time Ordered ReportsRu

  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 Parameters section
  1. Company is required to run the reports, use the lookup to select Company.
  2. For each report desired a separate run must be requested in the system.  Click the radio button next to the report name, and proceed to the next step.
  3. Click Run.
  4. Click OK.
  5. Click the Process Monitor link at the top of the page and then wait for the process CTC_LEAVE_AE 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. All employees with HR Active jobs in Job Data will be eligible to show up on this report.
  3. It will display employees even if they have 0 balances in all columns.
  4. The fields that will display in the report are the following: Employee Name, Employee ID, Empl Rcd, Pay Group, Leave Accrual Date, Leave Max Month, VAC Balance, CSL Balance, NSL Balance, Comp Time Balance, Personal Holiday Balance, Personal Leave Balance
Report, Distribution Details and File List page

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. The fields that will display in the report are the following: Employee Name, Employee ID, Empl Rcd, Leave Accrual Date, Probation End Date, Separation Date, Separation Reason, VAC Balance, CSL Balance, NSL Balance, Comp Time Balance, Personal Holiday Balance, Personal Leave Balance
  4. For the most part nothing can be done about these balances, if the employees have been terminated and are outside the 90 day absence window, other than monitor them.  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.
    • In some cases, like retaining a record of CSL for certain pay groups at the time of separation, the existence of balances will actually be desirable. This will depend on your college’s business process.
Report, Distribution Details and File List page

Employees with Leave Balances 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 in some area, and are not currently enrolled in Absence Management (Absence System has been set to Other).
  3. These employees represent loose data and should be handled if possible at the college level by an administrator.
  4. The fields that will display in the report are the following: Employee Name, Employee ID, Empl Rcd, Leave Accrual Date, Probation End Date, Full/Part Time, Perm/Temp, VAC Balance, CSL Balance, NSL Balance, Comp Time Balance, Personal Holiday Balance, Personal Leave Balance
Report, Distribution Details and File List page