9.2 Off Cycle Absence Processing

Purpose:Use this document as a reference for how to correct or reverse leave balances in ctcLink. The after the entitlement process must have been run prior to this process. Then run the Absence Management Off Cycle on Demand process.

Audience: Leave Administrator.

Off-cycle absence processing refers to processing absences and making corrections to finalized results outside of the normal absence schedule.  Off-cycle transactions are typically made to correct prior absence results or to zero out leave balances for terminated employee.

There are three components to running the Off-Cycle On Demand process:

  1. Create the Request
  2. Create the Calendar Group
  3. Calculate

Off Cycle Absence Processing

Navigation:  NavBar > Navigator > Global Payroll & Absence Mgmt > Absence and Payroll Processing > Off Cycle > Off Cycle On Demand

  1. The Off Cycle On Demand search page displays.
  2. Select Add a New Value tab.
  3. Enter the Pay Group.
  4. Enter the Target Period ID. This is the period to be corrected.
  5. Enter the Off Cycle Group. Create an Off Cycle Group Name for your reference.
  6. Select the Add button.
Add a new Value tab
  1. The Off Cycle On Demand page displays.
  2. Select the Create Request button.
Create Request button
  1. The Enter Off-Cycle Requests pagelet displays.
  2. Select the Calendars to Correct arrow to expand the subsection.
  3. The Corrections - List Payees and Calendars to correct section displays.
  4. Enter the Empl ID(s), then select the Corrections Detail icon.
Enter Off Cycle Request page, corrections section

NOTE:  If you have multiple employees within the same pay group and target period, you should process all at once rather than processing each Empl ID individually, as you must otherwise create an off cycle group for each person, which requires many additional steps.

  1. The Enter Off-Cycle Correction pagelet displays.
  2. Select the Adjust Absence Balances link.
Adjust Absence Balances link
  1. The Absences pagelet displays.
  2. Enter the Empl ID.
  3. Enter the Pay Group.
  4. Enter the Period Begin Date and End Date.
  5. Select the Search button.
Find an Existing Value tab
  1. The Search Results displays.
  2. Finally, select the associated calendar ID in the Search Results.
Search Results example
  1. The Absences page displays.
  2. Enter the Element name and Adjustment Hours. To reduce the balance it should be in negative hours.
  3. Select the Apply button.
  4. Select the OK button.
Balance Adjustments page

NOTE:  Repeat for each person you wish to include in the Pay Group, if applicable.  For Terminated Employee:  End Date should be Last Worked Date.

  1. The Enter Off-Cycle Correction page displays.
  2. Select the Calendar ID lookup icon.
  3. Select the applicable Calendar ID.
  4. Select the Correct Adjustment Calendar.
  5. Select the OK button.
Enter Off Cycle Correction page

Calendars control whose absence results will be calculated, and the period of time for which the absences are processed. They link together the:

  • Pay Group (Common examples of pay groups are salaried and hourly payees).
  • Period ID (Calendar period IDs define the period of time for which the absences are processed).
  • Run Type ID (A user-defined method of identifying a payroll or absence run. Common run types are regular, bonus, overtime, and advance pay).
  • Target Calendar ID (The target calendar that you selected when defining the calendar for this calendar run).
  • Payee Selection Criteria( defines who will be processed).
  1. The Enter Off-Cycle Requests page displays.
  2. Select the Apply button.
  3. Select the OK button.
Off Cycle Request page
  1. The Off Cycle on Demand page displays.
  2. Notice the Request Entered box is now checked.
  3. Select the Create Calendar Group button. Calendar Group ID’s group the calendars that you want to process at the same time.
Off Cycle On Demand
  1. The Define Calendar Group pagelet displays.
  2. Select the Apply button.
Calendar Groups page
  1. A Warning Message displays for your review.
  2. Select OK to continue.
Warning message example
  1. The Define Calendar Group page displays.
  2. Notice the Process Retro Trigger is now checked.
  3. Select the OK button.
  4. The Off Cycle On Demand page displays.
  5. Notice the Calendar Group Created box is now checked.
  6. Select the Calculate button.
Calculate button
  1. The Payee Status page displays.
  2. Resolve any messages with Warnings or Errors.
  3. Once you have corrected the warnings and/or errors you will have to Calculate again.
  4. Select the Messages link. There should be 0 messages.
  5. Select the Apply button and then the OK button again.
Calendar Information
  1. Return to Off Cycle On Demand home screen.
  2. Notice the Processing Status = Calculation Successful.
  3. Validate the absence Balance in Results by Calendar Group Page for Off Cycle Calendar Group.
  4. Select the Finalize button.
Finalize button
  1. A confirmation message displays.
  2. Select the OK button.
Confirmation message example
  1. Review Absence Balances - Verify Updates
  2. The process to correct or reverse leave balances and run the Absence Management off cycle on demand process is now complete.
  3. End of procedure.

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