9.2 Using Absence Event

Purpose:  Use this document as a reference for how to use the Absence Event page in ctcLink.

Audience:  Payroll Administrator and Leave Administrator.

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

  • ZD Absence Calc Results
  • 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.

Using Absence Event

Absence Event

Navigation:  NavBar > Navigator > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Absence Event

  1. The Absence Event page displays.
  2. Enter the Empl ID and Empl Record for the employee of concern.
  3. Select the Search button.
Absence Event search page

Absence Event Entry Tab

  1. The Absence Event page displays.
  2. From the Absence Event Entry tab, information will populate at the top containing Employee ID, Empl Record, and Name.
  3. Change the From and Through date as needed to capture the absence period of interest for the employee.
  4. If the dates are changed, Refresh must be selected to show the new results.
  5. From the Absence Take tab, the Details link can be selected and will show more information about the specific absence.
  6. Entry Source will show you which of the following roles generated the absence:  
    • Employee,
    • Manager,
    • or Administrator.
Absence Event Entry tab
  1. Select the Process Status tab located next to the Absence Take tab.

Process Status Tab in the Absence Event Entry Tab

  1. The Process Status tab displays more information about the absence such as:
    • Status: can be Not Processed, Processed, or Finalized.
    • Calendar Group ID: if the absence is Finalized, this column tells which Take it was Finalized in.
    • Process Date: the date in which the Finalization took place.
Process Status tab

Adding an Absence Event as an Administrator

  1. Select the Absence Take tab.
  2. Select the (+) button to add a row for a new absence.
  3. Select the Details link to add the absence information.  
  4. The Absence Event Input Detail pagelet displays.
  5. Select the correct Absence Take.
    • All Take codes are available to an administrator even if they are NOT VALID for the employee.
    • If the Admin would like to know which code to match to a balance, then the Admin should navigate to the Review Balances page and match the Entitlement Element.
  6. Select an Absence Reason.
  7. The Manager Approved box is selected.
  8. Enter a Begin Date and End Date.
  9. Select if the absence is a Partial Day or not as needed.
    • If it is a Partial Day absence the Admin will need to know how many hours the absence is for specifically.
  10. Scroll down and select the OK button to return to Absence Event page.
Absence Event Input Detil pagelet
  1. The Absence Event Entry tab displays.
  2. Select the Save button.
  3. The Workflow Status updates to Approved.  However, by entering the absence as an Admin, the absence did not go through the workflow engine.
Absence Take updated

Voiding or Deleting an Absence Event as an Administrator

  1. An Admin can Void (cancel) or Delete an absence for any employee, but they should only do this for data that is valid within 90 days.
  2. To Void an absence:  
    1. From the Absence Take tab, select Void for the Process Action.
    2. Select the Save button.
  3. The Workflow Status will change to Voided, but the Voided box will not check until the absence process has been run and finalized for that period.
  4. Once the absence process finalizes, the balance for the absence will return to the employee if the balance had been taken from the employee in a previous absence run.
Void absence take
  1. To Delete an absence:
  2. Select the [ - ] button at the end of the row associated with that absence.  
  3. A Delete confirmation screen displays.
  4. Select the OK button.
confirm delete message
  1. The Absence Take tab displays.
  2. Select the Save button.
Deleted absence
  1. The balance from the absence will return to the employee after the next absence run has been processed and finalized.
  2. If the absence has been processed and finalized it is always better to Void than Delete, to maintain historical records in ctcLink.
  3. If the absence request has not yet been processed, Delete is better than Void because there should not be any system processing needed in ctcLink for what is essentially a canceled future action.
  4. The process to use an absence event is now complete.
  5. End of procedure.

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