Entering and Processing Shared Leave

Purpose: Use this document as a reference for how to enter shared leave in ctcLink.

Audience: Absence Management Administrators.

You must have at least one of these local college managed security roles:

  • ZZ Shared Leave Mngmt

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The Shared Leave page allows users to make a record of the leave donation; it does not actually perform the process. In order to adjust leave for employees related to shared leave, follow the instructions on the 9.2 Correcting or Reversing Leave Balances/Running the Absence Management Off Cycle on Demand Process QRG.

Entering  and Processing Shared Leave

Step 1 - Entering Shared Leave

Navigation:  Global Payroll Absence Management > CTC Custom > Shared Leave

  1. The Shared Leave search page displays.
  2. Select the Add a New Value tab. The SL Case No defaults to NEW.
  3. Select the Add button.
  4. The Shared Leave page displays.
  5. Enter the appropriate company code in the Company field.
  6. Enter the Empl ID of the employee who is receiving the leave donation. Select the Save button.
  7. Enter the Empl ID of the employee who is donating the leave in the Donor ID field.
  8. Select the Element Name lookup icon and select the appropriate element (field becomes available after Donor ID is entered).
  9. Enter the amount of donated hours in the Donated Hours field.
  10. Select the status of the donation (Approved, Denied or Adjusted) by selecting the appropriate checkbox.
  11. NOTE: Upon checking the Approved box, the Recipient received hours calculates and displays in the field.
  12. Select the Save button again to save all entries.

The process to enter shared leave is now complete.

Step 2 - Entering Absence Balance Adjustment for Donor and Recipient

You must have at least one of these local college managed security roles:

  • ZZ Abs Events and Adjs
  • ZZ SS ABS Administration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Global Payroll & Absence Mgmt > Payee Data > Adjust Balances > Absences

  1. The Absences search page displays.
  2. Enter the Employee ID and Pay Group. Select Search.
  3. The Search Results display. Select the Last Finalized Entitlement Calendar. (Example  For 03A and 03B Payroll, Finalized Entitlement calendar is FEB ENT (GLBL 2020 FEB ENT). The Absence page displays. Enter the Element Name (donor donation leave type).
  4. Enter the absence adjustment hours (Balance Adjustment).
  5. Select Save.
  6. Select the Return to Search button to enter the recipient search criteria.
  7. The Absences page displays for recipient. Enter the Element Name (SBCTC SLV).
  8. Enter the Balance Adjustment.
  9. Select Save.

Process complete.

Step 3 - Running Off Cycle Process Adjustments

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

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

You must have at least one of these local college managed security roles:

  • ZZ Abs Off Cycle Processing
  • ZZ SS ABS Administration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: 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 same Pay Group used in previous section.
  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.
  7. The Off Cycle on Demand page displays. Select the Create Request button.
  8. The Enter Off-Cycle Requests pagelet displays.
  9. This will populate the name and enable the Correction Details icon.
  10. Select the Calendars to Correct arrow to expand the subsection.
  11. The Corrections - List Payees and Calendars to Correct section displays.
  12. Enter the Empl ID(s).
  13. Select the Corrections Detail icon.

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. Enter the Calendar ID.
  3. Select OK button.
  4. Repeat Step 13-17 for recipient.
  5. Select Apply. Notice the Request Entered box is now checked.
  6. Select the Create Calendar Group button. Calendar Group ID’s group the calendars that you want to process at the same time.
  7. Select the Apply button.
  8. A warning message displays for your review. Select OK to continue.
  9. The Off Cycle On Demand page displays.
  10. Select Apply and OK.
  11. The Off Cycle on Demand page displays. Notice the Calendar Group Created box is now checked.
  12. Select the Calculate button.
  13. The Payee Status page displays.
  14. Resolve any messages with Warnings or Errors. Once you have corrected the warnings and/or errors you will have to calculate again.
  15. Select the Messages link. There should be 0 messages.
  16. Select the Apply button and then the OK button again.
  17. Return to Off Cycle on Demand home screen.
  18. Notice the Processing Status = Calculation Successful.
  19. Validate the results in Results by Calendar Group page for both Donor and Recipient.
  20. In this example, Donor VAC balance should be reduced by 32.26 hrs, and for recipient Shared leave balance should be added by 39.99 hrs in FEB Entitlement Calendar.
  21. Select the Finalize button.
  22. Processing Status = processing Finalized.
  23. Validate the results in Review Absence Balance page.

Process complete.

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