Run Absence Time Ordered Reports
Purpose: Use this document as a reference for how to run the absence time ordered 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.
Run Absence Time Ordered Reports
Navigation: Global Payroll & Absence Mgmt > CTC Custom > CTC Reports > Absence Time Ordered Reports
- The Absence Time Order run control search page displays.
- 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).
- The Absence Time Order page displays.
- 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
- Enter the Company.
- 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.
- Select the Run button.
- Please refer to the Process Scheduler Request steps for further instructions.
- Please refer to the Report Manager steps to complete the process.
- Repeat for each report.
The following subsections describe specific parameters for each report.
Leave Balance Report
- Process Monitor Name: CTC_LEAVE_AE.
- Only employees with HR Active jobs in Job Data will be eligible to show up on this report.
- It will display employees even if they have 0 balances in all columns.
- The fields that will display in the report are as follows:
- 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
Separated Employees with Leave Balances
- Process Monitor Name: CTC_LEAVE_AE.
- Only employees with an Employment Status of ‘T’ will be eligible to show up on this report (i.e. only terminated employees).
- Data is delivered in this report as a CSV, and it can take some time to run.
- The fields that will display in the report are the following:
- Employee Name
- Employee ID
- Empl Rcd
- Probation End Date
- Separation Date
- Separation Reason
- VAC Balance
- CSL Balance
- NSL Balance
- Comp Time Balance
- Personal Holiday Balance
- Personal Leave Balance
- 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.
Employees with Leave Balance but no leave accrual plans
- Process Monitor Name: CTC_LEAVE_AE
- 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.
- Data is delivered in the report as a CSV, and can take some time to run.
- These employees represent loose data and should be handled if possible at the college level by an administrator.
- 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
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