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Absence Management

About Absence Management

Absence Management is a CSU system-wide project that will replace the existing paper process for reporting absences with an electronic process via CMS PeopleSoft (CI Records). While this implementation allows us to comply with a Chancellor’s Office mandate, it will also improve operational efficiencies and enhance the services that the Payroll Department provides. This tool will reduce the use of paper timesheets and allow departments to view vacation, sick, personal holiday, and CTO leave balances on behalf of their employees.

CI will be rolling the system out in two stages:

1. In the first stage, employees will continue to complete their timesheets. Department managers have identified authorized employees to fill the roles of Timekeeper and Manager/Approver to enter, review and approve time taken on the employee’s behalf into the Absence Management system.
2. We are currently phasing in the 2nd stage which will allow employees to enter their own time taken and view accrued balances themselves.

 Accessing Absence Management Self Service (AMSS)

(Please do not attempt to enter the system until you are notified to do so by Payroll.)

1. Sign in to myCI http://myci.csuci.edu/
2. Click on “CI Records” under the My Links section:
   
3. Use one of the Business Process Guides available below for specific navigation once you are in the system. You can find “Self Service” or “Manager Self Service” in the main menu:

 

Employee Self-Service

At the beginning of each month, Employees will be required to enter their absences into AMSS. Absences will be reviewed by a department Timekeeper, and approved by the employee's manager electonically.

• Employee Self-Service Business Process Guide (PDF, 875KB)
• CSU Delivered Training Video - For Employee Self-Service (16:56 min.)

Timekeeper Role

Timekeepers will enter an Absence on an employee’s behalf in stage one. Absences entered by Timekeepers are automatically updated to a status of “Reviewed” and await Manager approval in the system. In stage two, Timekeepers will review entries made by employees, and will be able to enter absences on behalf of employees if they are unable to do so.

• Timekeeper Business Process Guide (PDF, 1,641KB)
• Absence Management Reports (PDF, 739KB)
• Timekeeper's Guidelines (PDF, 189KB)
• CSU Delivered Training Video - For Timekeepers (7:15 min.)

Manager/Approver Role

Managers approve absences which have been entered and reviewed by Timekeepers. Managers may also enter an absence on an employee’s behalf in the event that the Timekeeper is unable to enter the absences. Absences entered by Managers are automatically updated to a status of “Approved”. Alternate or Proxy Approver roles can be assigned to an appropriate manager at the request of the Department Head.

• Manager/Approver Business Process Guide (PDF, 1,394KB)
• Absence Management Reports (PDF, 739KB)
• Timekeeper's Guidelines (PDF, 189KB)
• Alternate Approver/Proxy Role Request Form (MS Word, 180KB)
• CSU Delivered Training Video - For Manager/Approvers (7:53 min.)

Additional Resources

• Glossary of Terms Absence/Time Reporting Codes (PDF, 208KB)
• To request a new or replacement TImekeeper or Approver for your department, please send an email with details of your request payroll.services@csuci.edu.
• Visit the Payroll Services page for Payroll Calendars, Alternate Work Schedule forms and department contact information.