9.2 Sick Leave Buyout Absence Processing (MANUAL)

Purpose:  Use this document to manually process sick leave buyout for Absence in ctcLink.

Audience:  Absence Management Administrators/Payroll/HR Administrators.

Sick Leave Buyout Absence Processing (MANUAL)

1.  Identifying the Eligible Employees

Navigation:  NavBar > Navigator > Global Payroll & Absence Management > CTC Custom > CTC Reports > Absence Time Cost Report

  1. The Absentee Time Costs run control search page displays.
  2. Enter the Run Control ID if known, or select the Add a New Value to create a new one.
  3. Select the Search or Add button.
  4. The Planned And Actual Absentee Time Costs page displays.
  5. Run the Sick Leave Buyout report for the year 2020 by selecting the Compensable Sick Leave Eligible for Leave Buyout radio button.
  6. Enter the Company number (or use the magnifying glass lookup icon and make selection).
  7. Enter the Cal Year (or use the magnifying glass lookup icon and make selection).
  8. Select the Run button.
Planned and Actual Absentee Time Costs page
  1. The Process Monitor page displays.
  2. On the Process List tab, select the Report Manager link to download the Sick Leave report.
  3. The Report Manager page displays.
  4. Select the report to review.
Process list tab and List tab
  1. Report shows the Eligible Sick Leave Hours, Hourly Rate and Leave Buyout Amount. NOTE:  For PTF hourly rates, this needs to be updated manually based on the FWL hourly rate.
DG5 Colleges

NOTES FOR DG5 Colleges:

  • Generate the CSL Eligible for Leave Buyout report in Legacy from January 2021 to Go Live date.
  • Generate the CSL Leave Buyout Report in PeopleSoft from Go Live date to December 2021.
  • Merge the Legacy and PeopleSoft report.
  • Identify the Eligible Employees.
2.  Adjusting Absence Balance

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

  1. The Absences search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. The Absences page displays.
  5. Enter time available hours (Negative Hours) in the Balance Adjustment field in the Balance Adjustments section of the page.   (Although optional, Comments can be added).
Balance Adjustments section
3.  Validate the Absence Adjustment

After running the Absence Calculation process (Jan A or Jan B Take), validate the leave balance for the employee(s) in the Results by Calendar Group page. In this example, Jan A Take Calendar was used.

Fluid Navigation:  Workforce Administrator tile > Absence Administration > Results by Calendar Group

  1. The Results by Calendar Group search page displays.
  2. Enter the Search Criteria.
  3. Select the Search button.
results by calendar group search page
  1. Select the Supporting Elements tab.
  2. The Supporting Elements page displays.
  3. View absence adjustments.
Supporting Elements tab
  1. Select the Accumulators tab.
  2. The Accumulators page displays.
  3. View the Closing Balance After Take process.
  4. Send the confirmation email to SBCTC after Absence Adjustment Validation to finalize the Absence Calendar. (Email to ABS Notify:  ABS-Notify@sbctc.edu).
Accumulators tab
4.  Enter Sick Leave Buyout Hours in Payline

You can enter the Sick Leave Buyout Hours (Time Payable) manually in the Payline or through the PSHUP file.

Navigation: NavBar > Navigator > Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline

  1. The By Payline search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. The By Payline page displays.
  5. On the Payline tab, add a new record by selecting the plus (+) button on the right.
  6. Enter LPA in the Code field.
  7. Enter time payable in the Amount field.
Payline page
  1. Process complete.

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