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.

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.

Sick Leave Buyout Absence Processing (MANUAL)

1.  Identifying the Eligible Employees

Navigation: Global Payroll & Absence Management > 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. Run the Sick Leave Buyout report for the applicable year by selecting the Compensable Sick Leave Eligible for Leave Buyout radio button.
  5. Enter the Company number (or use the magnifying glass lookup icon and make selection).
  6. Enter the Cal Year (or use the magnifying glass lookup icon and make selection).
  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.
  10. Select the CTC_COMSK_RD - Compensable Sick Leave Eligible for Leave Buyout....xlsx report to review.
  11. 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.
2.  Adjusting Absence Balance

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

  • ZZ SS ABS Administration
  • ZZ Abs Events and Adjs

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 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.
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.

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

  • ZD Absence Calc Results
  • 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.

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.
  4. Select the Supporting Elements tab.
  5. The Supporting Elements page displays.
  6. View absence adjustments.
  7. Select the Accumulators tab.
  8. The Accumulators page displays.
  9. View the Closing Balance After Take process.
  10. Send the confirmation email to SBCTC after Absence Adjustment Validation to finalize the Absence Calendar. (Email to ABS Notify: [email protected]).
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.

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

  • <there are no college-grantable roles>

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

Navigation: 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 to complete the process of entering sick leave buyout hours by payline.

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