Absence Management Custom Reports

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

Audience: Absence Administrators, Payroll Administrators

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

  • ZD Absence Mngmt Reporting

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

Expand or collapse content Absentee Time Costs Custom Reports

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

  1. The Absentee Time Costs run control search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and click the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and click the Add button.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Institution, Process).
  3. The Planned and Actual Absentee Time Costs page displays.
  4. Five reports are able to be run from one screen, as defined by CEMLI R-222:
    • Accrued Leave Liability By Employee (resembles PS2160 in Legacy)
    • Accrued Leave Liability By Fund, Class ( resembles 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
  5. In the Report Parameters section, the Company field is required.  
  6. The Fiscal Year (Calendar Year) should be selected as well to run the reports.  
  7. The Pay Group and Plan Type are not required, but may allow the report to process faster if parameters are chosen.
  8. For each report desired a separate run must be requested in the system.  
  9. Select the radio button of the Report Title desired, enter the needed parameters to the right.
  10. Select the Run button.
  11. Please refer to the Process Scheduler Request steps for further instructions.
  12. Please refer to the Report Manager steps for further instructions to complete the process.
Planned and Actual Absentee Time Costs page
  1. The following subsections describe specific parameters for the five report options listed on the Planned and Actual Absentee Time Costs page.
    1. Accrued Leave Liability By Employee
    2. Accrued Leave Liability By Fund, Class
    3. Leave Accounting And Leave Audit Summary
    4. Compensable Sick Leave Eligible For Leave Buyout
    5. Compensable Sick Leave Eligible For Leave Buyout By Fund, Class, Deptid

NOTE:  For Part time faculty, hourly rate needs to be updated manually based on the Faculty Workload Hourly Rate.

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
Expand or collapse content Absence Time Ordered Reports

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

  1. The Absence Time Order run control search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and click the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and click the Add button.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Institution, Process).
  3. The Absence Time Order page displays.
  4. 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
  5. Enter the Company.
  6. For each report desired a separate run must be requested in the system.  Select the radio button next to the report name, and enter the needed parameters below.
  7. Select the Run button.
  8. Please refer to the Process Scheduler Request steps for further instructions.
  9. Please refer to the Report Manager steps for further instructions to complete this process.
Absence Time Order run control page
  1. The following subsections describe specific parameters for each report.

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

This completes the Absence Management Custom Reports review.

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